From the element of flexibility to immersive touches, these venue selection guidelines are worth including in event planners’ toolbox.
In-person meetings and events are well on their way to getting back to pre-pandemic levels. According to the 2023 Global Meetings and Events Forecast by American Express Global Business Travel, a whopping 87% of meetings are expected to have an in-person component this year, 6% higher than predictions for 2022.
On the heels of rising inflation, travel and venue costs all over the world, meeting planners have been squarely focused on unlocking value from in-person events and finding efficiencies across their event programmes.
How can meeting professionals bring their next event to the next level amid these concerns? Here are five ways to build seamless meetings and facilitate meaningful engagement on site.
1. Accommodating delegates in one location
With thousands of international exhibitions and events taking place each year, Hong Kong’s vibrant MICE scene attracts a constant stream of business events visitors and attendees. While there are several convention hotels in Hong Kong, not all of them possess a sufficient number of similarly tiered rooms to accommodate larger groups.
A large number of similarly tiered room types is often a key consideration for meeting professionals when it comes to planning events for large groups. An example is JW Marriott Hotel Hong Kong, which has 400 rooms dedicated to lead-in room types.At the 608-key JW Marriott Hotel Hong Kong, which has 400 rooms dedicated to lead-in room types, complex transport arrangement is minimised while delegates have ample opportunities for organic networking, from the breakfast buffet to group outings at the end of the day. In cases where larger groups need to be split across multiple hotels, this luxury business property also stands out as a great choice for VIP and C-suite executives, thanks to its prime location within the city’s commercial core.
2. Strategic use of multiple venues
With many venue options, choosing the right venue poses a significant challenge for event planners, as capacity, location, the ease of customisation, and availability of support are crucial factors that can make or break an event.
Larger hotels with multiple venues for a variety of events offer a balance between these considerations. JW Marriott Hotel Hong Kong provides 1,100 sqm of meeting and conference space, primarily located on the third floor, accompanied by a spacious foyer for refreshments and networking. The unique "whole-floor flexibility" concept promotes interactions among delegates, creating an environment conducive to collaboration.
Additionally, the Michelin-starred Man Ho Chinese Restaurant is situated on the same floor, offering the versatility to host executive receptions. Its dining area can be fully opened up or partitioned into smaller rooms as per the event's requirements.
Multiuse spaces in one location give meeting planners more flexibility in creating events with greater engagement among attendees. A case in point is JW Marriott Hotel Hong Kong, which recently transformed its ballroom from a conference to a gala function in just an hour.When a meeting space needs to be used for multiple events throughout the day, the hotel’s experienced event team makes swift turnarounds possible. A case in point: The hotel recently transformed its largest ballroom, JW Marriott Ballroom, from a theatre- to banquet-style for a gala dinner in just an hour.
For outdoor events, there’s the Pool Lounge, which accommodates up to 70 guests for cocktail receptions and features a sheltered area so planners can have a contingency plan in the event of wet weather. For more private discussions, the Executive Meeting Suites on Level 30 accommodate up to 18 guests each.
3. Foster an engaging space for immersive experiences
A successful event offers various opportunities for delegates to connect, taking into account their individual preferences for networking. A well-rounded event programme should incorporate a blend of formal seminars, intimate fireside discussions, and engaging parties, all within one venue or beyond, utilising technology to expand possibilities.
For organisers who need hybrid meeting facilities, JW Marriott Hotel Hong Kong’s Extended Reality (xR) stage is an innovative feature that allows participants who are not physically at the venue to “attend” and present on stage as a hologram.
In addition to the technological advancements, the hotel's in-house events team is ready to support event planners in hosting fun icebreakers and team-building activities within the premises. To up the wow factor for delegates, the hotel can even assist with arranging unique experiences like chartering the iconic Star Ferry for a private tour of the Victoria Harbour.
Having access to a city’s top attractions will facilitate travel for delegates staying in a centrally located hotel. Pictured: Hong Kong’s newly renovated Peak Tram. Photo Credit: The Peak Hong Kong4. Accessibility is key
When selecting a destination for business events, companies and delegates prioritise factors such as accessibility and the overall experience of the city. With its location right next to Admiralty Station of the Hong Kong MTR (Mass Transit Railway), JW Marriott Hotel Hong Kong makes it easy to explore the city’s thriving dining, art and cultural scene. Hong Kong Convention & Exhibition Centre, along with Central’s assembly of local and regional business headquarters, is just one stop away. There’s also a new direct rail connection across the border to Shenzhen, facilitating seamless travel for groups exploring the Greater Bay Area in 45 minutes.
For leisure activities, the breath-taking views from The Peak remain an enduring attraction, especially with the newly renovated sixth generation Peak Tram. The lower terminus is within walking distance, adding to the convenience. Every Wednesday evening, visitors can also enjoy the city’s horse racing heritage at the Happy Valley Racecourse. Meanwhile, the newly opened M+ and Hong Kong Palace Museum, as well as the International Commerce Centre, are just but a quick ride away.
5. Embrace the wellness culture
For busy delegates with hectic schedules and back-to-back meetings, winding down after each day is more than just an afterthought or a luxury. Whether it’s wellness activities that form part of the programme or providing access to facilities, planners should ensure the well-being of delegates at events.
A well-balanced event programme factors in opportunities for delegates to relax and recharge. From the airy lobby lounge and outdoor swimming pool to eight dining outlets, JW Marriott Hotel Hong Kong, for instance, has ample spaces for guests to wind down after a day of meetings.At JW Marriott Hotel Hong Kong, delegates can retreat from the frenetic pace of the city with wellness facilities like the 24-hour fitness centre with steam and sauna facilities, outdoor swimming pool with hot tub, and seven restaurants, bars, and lounges on the property. Planners can also count on the hotel concierge to help delegates with securing exclusive access to restaurants, shows and events around the city — making their time in Hong Kong a rewarding one in every way.
More information
From now till 15 September 2023, book an eligible meeting or event at JW Marriott Hotel Hong Kong and enjoy double Marriott Bonvoy points – plus your choice of reward from the following:
- One complimentary night in a Deluxe Room for every 30 rooms per night
- One complimentary room upgrade to the next category for every 30 rooms per night
Learn more about the hotel here.
Contact
Tel: +852.2841.3838
Email: jwmarriott.hk@marriotthotels.com
Website: jwmarriotthongkong.com
This article is sponsored by JW Marriott Hotel Hong Kong