Outdoor venues are perfect when the weather is right. Aspen’s Benedict Music Tent has more than 2,000 seats available. Pictured: Aspen Ideas Festival. C2 Photography / Courtesy of Aspen Meadows Resort

Colorado will celebrate its 150th birthday in 2026. The Centennial State — named because it became a state just as the nation celebrated its 100th birthday — has always had a lot going for it, including the inspiring grandeur of the Rocky Mountains. Colorado cities, too, offer rich history, art, diversity, global industries from tech and healthcare to military facilities and forces, innovation, entrepreneurship, renowned institutes of higher learning and so much more. There are also hotels, convention centers and venues to meet the needs of any group.

Denver

The Colorado Convention Center is poised to complete a long-anticipated expansion, but even as we wait for what’s new, what’s already there is easily meeting the needs of groups and associations.  Lesley Martinez, CMP, conference manager, Association of Materials Protection & Performance (AMPP), brought a group of 5,714 to the city in March for AMPP’s annual conference & expo. Hyatt Regency Denver at Colorado Convention Center served as the headquarters hotel and the group used space there and at the convention center.

Martinez says the association is fully back to in-person meetings and not using hybrid elements. In terms of the annual conference, they’re back to pre-pandemic registration levels. “As of 2023, we’re back to our pre-pandemic planning methods and site selection,” Martinez adds. “The one big difference for us is the use of technology — we’re recording content onsite to make it available for on-demand viewing post event.”

She says Denver is a good fit for AMPP because of its location and the ease of getting there from all over the world.  “We have attendees from all over the North America, as well as internationally, and Denver International Airport’s thousands of daily flights helps get our attendees there with ease.” Additionally, she says that the CVB helped them with site visits, vendor sourcing and promo material.

About the convention center, Martinez says, “The layout and space are great for us. There’s plenty of space in the exhibit hall and the layout of the meeting space is perfect.  The groupings help us group industries and meeting types.  Additionally, it’s easy to flow through it since it’s a simple square.”

As for the hotel, as is often the case, relationship with a brand can make a difference. “When we signed the agreement for 2023, it was around the same time that we signed for our 2022 event, which had the same hotel brand as our host hotel.  This afforded us additional amenities we would not have otherwise received.  Additionally, the hotel had the needed meeting space, number of hotel rooms, presidential suites and pricing we needed, all within close proximity to the convention center.”

The group used several hotel function and conference spaces while onsite. “In doing so, we had the opportunity to work with the hotel’s catering and AV teams, Wi-Fi capabilities and event concierge staff,” Martinez says, adding that all of the staff stood out. “They attended to our needs, handled any issues and provided solutions in a timely and professional manner.”

One tip for planners, Martinez notes, is to be prepared for higher labor costs. “Thankfully, we had no issues with any of our vendors or their staff fulfilling their duties, but costs were high, and we had to make adjustments in other areas to stay within budget.”

That said, Martinez calls Denver “a really good destination for hosting conferences,” adding, “We worked with topnotch staff at the hotel, convention center and at the CVB. They were on top of our needs and addressing any issues that came up in a timely manner. They were great partners.”

The Air & Space Forces Association held their AFA’s Warfare Symposium (AWS) recently at Gaylord Rockies in Aurora, which has more than 500,000 sf of meeting space. Air & Space Forces Association

Aurora

While functioning in many ways as a suburb of Denver, Aurora is a city in its own right, and is a superb setting for meetings for many reasons. It’s home to the University of Colorado Anschutz Medical Campus, the largest academic health center in the Rocky Mountain Region, and the VA hospital, making it a good choice for medical and pharma meetings. It’s also where Buckley Air Force Base is located, home of the 460th Space Wing, and Stanley Marketplace, a community of 50-plus independently owned businesses with options for dining, shopping, entertainment, work and working out — plus 18,000-plus sf of indoor/outdoor event space, ideal for all kinds of functions. In addition to the food and beverage options at Stanley Marketplace, there’s the Central Park neighborhood straddling the Denver/Aurora city lines with a slew of worthy restaurants, some featuring Denver’s top chefs.

Also located in Aurora and just a few minutes from Denver International Airport is Gaylord Rockies Resort & Convention Center. Like other Gaylord properties, Gaylord Rockies is a destination unto itself; truthfully, it has everything planners and their groups need — and then some! But the resort does provide shuttle service to a stop just minutes away on Denver’s A Line train, which connects downtown with the airport, making it a breeze for attendees to experience the restaurants and amenities of downtown Denver for client dinners, functions or free time if they choose.

The Air & Space Forces Association held their AFA’s Warfare Symposium (AWS) at Gaylord Rockies recently with 6,600 in attendance. Amanda Grandel, vice president of events & operations, says the group returned to in-person events back in the fall of 2021. The main difference between pre-pandemic meetings and those today, she says, “is that we record and stream more of our sessions than we did pre-Covid.” Destinations have not changed and the Air Force Academy’s registration numbers are on the rise.

In terms of the group’s smaller meetings, Grandel says they have included hybrid options throughout the year at most. “We also include a virtual option for our larger events through live streaming and video posting within 24 hours of our sessions.”

The onsite AV company at Gaylord Rockies, Encore, offers state-of-the-art equipment for presentations and events, such as at the 2023 AFA Warfare Symposium Spark Tank, pictured. Air & Space Forces Association

One result of the pandemic appears to be that many groups are now considering more centrally located destinations they hadn’t considered previously. That’s the case with the Air & Space Forces Association. “This event took place in Orlando for over 30 years,” Grandel says. “What really drove us in selecting the location was a move to a more central/west U.S. destination, and most importantly, the proximity to the local United States Air Force (USAF) and United States Space Force (USSF) bases giving Airmen and Guardians more of an opportunity to attend. AFA also has a longstanding relationship with Marriott and a great history with the Gaylord brand. The high level of service they offer, the layout and quality of the meeting space and exhibit hall, as well as the top-rate guest rooms and property facilities made it an easy choice when comparing to other locations. Distance and ease of travel to and from DIA and local overflow properties is a bonus.”

Visit Aurora, the city’s CVB, also played a role. “Visit Aurora was amazing at connecting us with overflow properties, as well as temporary staffing with Hire Power.  They were a wealth of knowledge getting us prepared for a new location and showed up in force to support us as we settled into the property to open the show.”

In addition to close access to the region’s ASAF and USSF bases and a long history with Marriott and Gaylord, Grandel says the property’s meeting-space size, layout and functionality, pricing and guest room availability in close proximity also made Gaylord Rockies an easy choice. She calls the Gaylord staff phenomenal in planning and execution. “They embody the true spirit of Gaylord stars,” she says.

Grandel says the flow of the meeting space and size of the full-service exhibit hall were also big factors. “Gaylord Rockies meeting space is well appointed and thoughtfully designed to be enhanced by the local surroundings. Each ballroom is accompanied by breakout/office space, which helps when sharing space with other groups.  The décor helps reinforce the upscale casual environment of the property with multiple locations for quiet conversation located throughout the public spaces. There is also ample foyer space for displays, registration if you opt not to use the built-in desks and sponsorship opportunities. And we absolutely love the water system in each of the small meeting rooms as well.”

Grandel notes that Gaylord’s onsite AV company, Encore, “was fabulous to work with,” adding, “Not only were they able to provide great service and state-of-the-art equipment for our breakout spaces, they also were great collaborators with our outside production company that produces our general session. IT throughout the facility works well, and the Gaylord team is always on call to help troubleshoot any issues.  They’ve added some great options for media/sponsorships as well that AFA took advantage of.”

The one tip Grandel has for planners considering Gaylord Rockies is related to parking. “If you have heavy drive-ins and parking needs, make sure to communicate early and often that space is limited. Encourage ride sharing and budget for shuttles for overflow if possible.”

For Grandel and the AFA group, the experience was overwhelmingly positive. “We could not have asked for a better experience,” she says. AFA is signed through 2028 to host the annual symposium in Aurora at Gaylord Rockies Resort & Convention Center.

Aspen

For many planners, setting a meeting high in the Rocky Mountains provides everything a group needs — not the least of which is scenery and vistas so grand they can’t help but inspire attendees. Away-from-it-all locations also provide an atmosphere in which the frenetic pace of the everyday world is left far behind so attendees can focus on the kind of deep thinking and lofty goals that can propel organizations forward. Aspen is a place that facilitates all that and more.

The American Academy of Arts & Sciences held its higher education forum in Aspen in both 2022 and 2023, with about 100 to 120 in attendance. “The relaxed mountain setting helps attendees leave their daily concerns aside and come to the meeting ready to engage deeply with larger issues,” says KJ, events manager for the Academy.

Registration levels are back to pre-pandemic levels. “We’ve found that our audiences are so appreciative of the opportunity to meet in person after the isolation of the past few years,” KJ says. But the Academy still makes use of virtual and hybrid meetings as well. “Our organization now holds many more virtual and hybrid meetings than ever before. Virtual meetings allow us to reach broader audiences and convene more diverse groups that are not limited by geography or travel. We have resumed in-person meetings as well, and with those, we tend to focus more on aspects that are harder to achieve online, such as opportunities for social connection, informal side discussions and conversations over meals.”

The Aspen Meadows Resort, which sits on 40 acres and has 22,000 sf of meeting and event space, is home to the Aspen Institute & Aspen Ideas Festival. C2 Photography

Hybrid meetings continue to be useful for certain kinds of meetings. “We have held a few hybrid meetings for our governance and programmatic work, which requires all members to participate and provide input on decisions and final products. However, the majority of our meetings are one format — only virtual or only in-person.

The Academy’s Aspen meetings are based at Aspen Meadows Resort, a 40-acre property set along the Roaring Fork River with ample conference space. The resort, now part of the Salamander collection, recently unveiled a significant renovation to its 98 guest suites, as well as meeting and public spaces. Aspen Meadows is also home to the famed Aspen Institute where scholars, thought leaders, creators and others regularly convene to find solutions to the world’s challenging problems. It’s no coincidence that the town, resort and setting support such lofty goals.

“As an organization founded on the idea of excellence, we aim to provide our guests with the highest levels of service and quality and Aspen Meadows has delivered. The campus-like setting creates a familiar and collegial atmosphere.  The number of rooms and options for meeting spaces are ideal for our group — large enough to accommodate but it still feels intimate. Finally, Aspen’s brand as a destination where important thinkers come to discuss big ideas attracts top-level participants,” notes KJ, adding that they already have a hold on space for 2024. “We will absolutely meet here again. It’s clear that we’re in good, experienced hands. They are always understanding when last-minute changes need to be made and have made themselves available throughout our conference for anything we need, from changing a room setup to printing documents, and so on.”

The group uses all of the resort’s hotel rooms, as well as the McNulty Room, Davis Commons and Albright Pavilion, for function and dining space. “Our program was set up in McNulty, with meals in Davis and reception in Albright. We had speakers and panel discussions on a stage with people sitting halfway around round tables.” KJ says microphones, slide projection on two screens, some panel recording and a confidence monitor met the group’s needs in terms of AV. “We had no trouble with Wi-Fi, and the AV team we worked with was wonderful. They were also very understanding of last-minute changes and walked us through the process throughout the week. We also had a podium, mic and slides during some of the dinners in Davis Commons.”

Noting that Aspen can be a challenging destination to get to, KJ recommends having contingency plans for potential limits to travel, but adds, “We’ve had a wonderful experience having our conference here and working with the Aspen Meadows team. The team is willing to offer suggestions and work with you to ensure that your meeting is the best possible experience. Given this exceptional service and experience, we recommend planning early, as it fills quickly.”

Colorado Springs

One more destination in Colorado to consider is Colorado Springs. The city’s close-in airport is a bonus, but Colorado Springs is also just over an hour drive from Denver International Airport. Multiple meetings-friendly hotels and resorts meet the needs of groups with a range of budgets.

The historic Broadmoor is the world’s longest-running consecutive Forbes Five-Star and AAA Five-Diamond resort. This sophisticated locale built in 1918 at the foot of Cheyenne Mountain, has everything a planner could need. They offer more than 315,000 sf of flexible event and convention space and there are numerous settings throughout their 5,000-acre resort that can accommodate events from 20 to more than 1,000 attendees. They also have seasonal wilderness experiences from being nestled in the Pike National Forest 3,000 feet above The Broadmoor to fly fishing along a private five-mile stretch of the Tarryall River. In addition, it is home to 20 restaurants, cafes and lounges, two legendary golf courses, a world-renowned spa, 20 distinctive retail outlets and an array of programs. Their onsite Broadmoor Outfitters is available to facilitate tours and team building.

Other great locations for meetings in Colorado Springs include the elegant, sophisticated Mining Exchange, A Wyndham Grand Hotel & Spa located downtown; Cheyenne Mountain Resort; and casual, European-inspired, budget-friendly Kinship Landing with community gathering spaces perfect for small groups looking for something different.

Offsite activities range from heading to the summit of Pikes Peak, taking on the rapids of the Arkansas River as it rolls through Royal Gorge or facing the fun and thrills presented at the top of the gorge in Royal Gorge Bridge & Park.

Wherever you choose to meet in Colorado, the setting will likely inspire attendees in ways they might not have imagined, whether that’s reaching for the highest goals or creating innovative solutions to challenging problems. | AC&F |