Tucson offers plenty of spaces for meetings and off-site locations. Courtesy of Visit Tucson

Imagine planning an event in a location that offers more than 300 days of sunshine. Arizona has proven to be the ideal destination for association planners who want to feel confident hosting outdoor events, as well as off-site recreational activities such as hiking, horseback riding, hot-air ballooning and more. While the temperature increases in the desert during the summer months, Arizona is a year-round destination for meetings thanks to its variety of indoor event spaces that offer the perfect respite when the mercury rises.

Tucson

Thanks to a plethora of new developments and upgrades to meeting and event venues, Tucson is proving to be the perfect spot in Arizona for association gatherings.

The National Alternative Education Association (NAEA) held its annual conference there last October. “We host this event each year to create a space for our alternative educators to network and be poured into,” says Dr. Mary Cullen Frazier, executive director of the NAEA. “Alternative educators serve students who are unsuccessful in the traditional setting and who experience life challenges in school, home or community. We hosted over 650 educators from over 40 states this year at the Westin La Paloma.”

The NAEA conference rotates between the central, eastern and western regions of the U.S. When the western year rolled around, Frazier and her event-planning team did a dive into cities that are experienced in entertaining large groups, rich in culture and diversity.

“This was also our first time utilizing a resort destination as our conference site, as we wanted our educators to be pampered,” Frazier says. “The beautiful mountain views from La Paloma were a huge attraction to us.”

In addition to hosting the conference at the Westin La Paloma, the NAEA team were able to include several outside experiences for attendees. “A vendor conducted an ATV outing for our attendees to experience, which had a great turnout and everyone loved,” Frazier says. “And we were able to host a Tucson market at La Paloma with several local artists providing a taste of Tucson to our attendees by the pool.”

For association planners considering hosting an event in Tucson, Frazier recommends utilizing the expertise of the VisitTucson team. “The team was absolutely amazing to work with. They had connections and resources and were able to provide dozens of contacts for artists for our market event — a DJ contact who helped us host a karaoke night — and they were able to send hands-on help to help us stuff over 600 goodie bags for our attendees,” Frazier says. “There is a wealth of culture that surrounds the city of Tucson, and the people are passionate about visitors experiencing it. And the VisitTucson team helped us access it all.”

The American Council of Engineering Companies of Arizona (ACEC Arizona) is devoted exclusively to the business interests of engineers and land surveyors in private practice. As operations manager for ACEC Arizona, Amerigo Berdeski has held a large transportation-related conference at the El Conquistador in Tucson for the last five years, and the organization will hold the conference there again for 2025 and 2026. “We have about 1,700 attendees, and we run Wednesday to Friday. We also have about 130 vendors in our trade show,” Berdeski says.

The ACEC Arizona conference started in Tucson about 70 years ago, so the legacy and history is there. It has been held at a number of properties in Tucson, but Berdeski has made the decision to stay at the El Conquistador due to the staff. “The service they provide is amazing. The property layout works for me as well, but I can make other properties work,” she says. “However, the other properties do not have the same staff members. There has been very little turnover over the last 65 years at the El Conquistador, which speaks volumes about the culture and leadership.”

In addition to hosting a golf tournament as part of the ACEC Arizona event, many attendees take advantage of the beautiful surroundings that Tucson has to offer. “Association planners should get to know the area and really think about what is needed for your attendees,” Berdeski adds. “If off-site hotels and restaurants are needed, some locations may be better than others. Don’t be afraid to consider Tucson. It has a lot to offer.”

Scottsdale

Scottsdale offers advantages to association meetings that few other destinations can match — fresh air, sunny skies and the luxury of space. From campus-style resorts to lush, outdoor meeting spaces, Scottsdale is the ideal choice for groups ready to convene.

Association meeting attendees can venture out into the McDowell Sonoran Preserve, over 30,500 acres of protected desert, or tour Frank Lloyd Wright’s Taliesin West, an architectural gem and UNESCO World Heritage Site. They can also get a taste of the desert’s bounty in Old Town Scottsdale, sampling regional cuisine at independent restaurants and trying Arizona-grown wines along the Scottsdale wine trail. Plus, groups can experience Wild West tours and events planned at Western Spirit: Scottsdale’s Museum of the West, located in the city’s Arts District.

Lisa Livingstone, program executive/meeting planner at Western States Director Education Foundation (WSDEF), orchestrated the foundation’s Symposium for Community Bank Directors, which has been meeting in Scottsdale for the last 13 years.

The WSDEF is a nonprofit entity dedicated to helping community banks continue to thrive through an annual symposium that serves to educate and promote awareness of timely industry issues for community bank board directors and senior executives in the Rocky Mountain, Southwest and Midwest regions of the country. The board volunteers its time and is dedicated to providing a valuable and exceptional program every autumn. In addition, a percentage of the Symposium’s proceeds is reinvested in the industry through financial contributions to bank associations and other educational institutions to support their educational efforts.

In 2024, 130 participants and 55 spouses attended the 47th Annual Symposium at the Westin Kierland Resort & Spa. This was the group’s third year there.

“Even though they are a large facility, and we are a smallish group, the staff has a flair for making us feel right at home, providing focused attention and amazing service,” Livingstone says. “The beauty of the Sonoran Desert in October also is hard to beat, the weather is temperate and the days are still long so guests can enjoy the rising and setting of the sun before and after general session, and most meals can be enjoyed outside.”

Another top reason Scottsdale is the locale of choice for the WSDEF is that Phoenix Sky Harbor International Airport has excellent nonstop service from most major cities.

“Our group travels in from the Western and Midwestern regions of the U.S., so keeping in the same time zone makes for efficient program planning,” Livingstone says. “In-person meetings are extremely valuable; a focused and concise program with time for networking is the preference for this group. The flight schedules also assist with managing speakers’ tight calendars.”

The choice of four-star resorts in the Scottsdale area is another big attraction for Livingstone and the Symposium’s attendees. “There are a handful of these resorts that are a perfect fit for our group. There have been situations when we return to the same venue in consecutive years, but for the most part, participants enjoy a different venue each year,” she says. “Each resort has something special to offer, including outstanding food and beverage, exquisite grounds, spas with unique offerings and amenities that make guests feel luxurious and relaxed. Most everyone loves the shopping. Scottsdale is a mecca, and it is a fantastic benefit for those coming from rural communities.”

Every year, Livingstone continues to be amazed with the consistent high-level hospitality of the staff that cares for, and takes pride in, its home resort. She witnesses these professionals at their best, and that includes taking care of their meeting planners.

“Relationships that have been built through the last 10 years are irreplaceable. Trust has been built, and even more, Scottsdale holds up to its reputation for top-notch service that begins with the sales process, to the event managers, audiovisual, onsite staff, and ends with the efficient exit,” Livingstone says.

Symposium attendees love the location, the service, the shopping and the beauty … especially in October before the winter arrives in their rural hometowns.

“If you are looking for a high-level destination that offers a choice of multiple venues with casual sophistication and professionals that deliver on their promises, Scottsdale is your place,” she adds. “Always do your homework, research the area — there are many places to play, and renovations in the works. While competitive prices will be offered in the summer, be mindful of the temperatures and your group’s comfort with that.”

Once you are ready to begin the RFP process, Livingstone recommends Experience Scottsdale as a key resource. “Their communication is excellent, and the team believes in and knows their product very well,” she says. “The team will help with introductions, follow-up and follow-through.”

In November, the Hyatt Regency Scottsdale Resort & Spa at Gainey Ranch concluded its $115 million renovation, which fully transformed and rebranded the property into Arizona’s first Grand Hyatt — the Grand Hyatt Scottsdale Resort. Renovations and upgrades touched all guest rooms and suites, as well as the 10-pool complex, meeting and event space (including the new 23,700-sf Arizona Ballroom) and more to create a vibrant and elevated experience for leisure and business travelers.

Caesars Republic Scottsdale, which opened last spring, features an 11-story glass structure housing 265 rooms, two pools, two signature restaurants and a modern fitness center.

At the beginning of last year, The Scottsdale Resort at McCormick Ranch — which is now The Scottsdale Resort and Spa, as part of the Curio Collection by Hilton — was completed, following its $40 million property-wide renovation. Part of the resort’s transformation was a new signature restaurant, a hidden speakeasy and a new lounge with a pool table and indoor golf simulator featuring several interactive games.

Phoenix

For association event planners seeking a fresh, inspiring and powerful setting, Phoenix offers an experience that’s equal parts awe-inspiring and meticulously prepared. The city also has the Wall Street Journal’s Best Airport in the Country, Phoenix Sky Harbor International Airport, to deliver seamless connectivity, welcoming groups from around the globe with ease. Getting here isn’t just convenient; it’s the beginning of a journey into a place unlike any other.

The Phoenix Convention Center (PCC) is the premier
destination for conventions, meetings and events. With nearly 1 million sf of flexible event space, the facility can transform to meet the needs of any association event planner. Phoenix as a destination also offers event planners favorable weather, with more than 300 days of sunshine year-round. Additionally, the PCC is located in the heart of downtown Phoenix, steps away from award-winning restaurants and sports and entertainment venues, and a short drive from elite golf courses and stunning hiking trails.

At the convention center, they prioritize the experience of the attendees. In that vein, last year, with their exclusive food, beverage and retail partner Aventura Catering, they opened two locally owned businesses: Retail Therapy AZ, a souvenir and gift shop with goods from dozens of local makers, and Press Coffee, a locally owned coffee shop. These offerings, in addition to Huss Brewpub, which opened at the convention center in 2022, allow attendees to make the most of their time at the facility.

Becky Anthony, CMP, DES, associate director of programs and meetings for the Entomological Society of America (ESA), recently planned Entomology 2024, the organization’s annual meeting, which was held at the PCC in November. The four-day event featured more than 2,900 presentations and 3,500 attendees from 45 countries.

“Phoenix was a really great fit for our meeting,” Anthony says. “As a space-intensive meeting, the Convention Center had ample breakout, ballroom and exhibit space in a compact footprint. Add to that the large number of nearby hotels, plus the walkability of a compact downtown — it made Phoenix a great destination.”

Anthony points out that the PCC and Visit Phoenix teams were great to work with. “They truly felt like partners helping us promote, plan and execute our meeting,” she says. “Be sure to take advantage of Visit Phoenix’s Ambassador Program, as they provide excellent assistance to attendees throughout the downtown area.”

Beyond the boardroom, Phoenix offers a playground of mountain trails, scenic vistas and adrenaline-fueled experiences. From sunrise hikes to desert balloon rides, every moment holds opportunities for association event attendees to experience all that the region has to offer.

In addition, the size of the resorts dotting the Arizona landscape are attractive to planners. For example, the Arizona Biltmore in Phoenix boasts 705 rooms on the property and multiple indoor and outdoor venues, so they can customize programming based on any group’s needs.

The Arizona Biltmore also recently renovated guest rooms, added the adults-only Saguaro Pool and renovated the McArthur and Frank Lloyd Wright ballrooms, as well as most of the conference center space.

“In the words of my boss, it’s all about the vibe,” says Brynn Hadley, CMP, assistant vice president, conferences, for the Pharmaceutical Care Management Association (PCMA).

“The Arizona Biltmore delivered exactly what my attendees needed: dynamic spaces to meet, connect and learn.”

Each year, the PCMA brings roughly 1,000 people to the Biltmore. Even though the hotel can’t house the entire group, there are great options nearby for overflow hotels, and the PCMA provides nonstop shuttle service.

“Some years, the weather is perfection, and others are a little on the hotter side. This year, we faced a heatwave during our event, and I received a lot of feedback about the heat,” Hadley says.

“However, the Biltmore team and I were able to make adjustments that ensured our attendees remained very comfortable. It’s clear that our attendees enjoyed the property so much that they are excited to return and even extend their stays.”

Jessica Painter, CMP, a senior coordinator at KCA — an event-planning company that has organized national and international meetings, special events, conferences and trade shows for corporate, nonprofit associations and government clients — talked about choosing Phoenix for a recent event.

Says Painter: “For the Arizona Association for Behavior Analysis (AzABA), hosting the annual meeting in Greater Phoenix was an intentional choice — a reflection of the vibrancy, accessibility and connection that Phoenix offers. As the heart of Arizona, Phoenix is a city that not only supports professional growth, but inspires it.”

The AzABA annual meeting brought together over 450 in-person attendees, with an additional 100 joining virtually — a testament to the association’s reach, relevance and importance. The event was held at Gila River Resorts and Casinos — Wild Horse Pass, a venue that perfectly complements the professionalism and innovation embodied by AzABA.

“Our meeting was a multi-day event, and the hybrid format allowed us to engage a broader audience while maintaining the intimacy and energy of an in-person experience,” Painter says.

“Wild Horse Pass delivered on every level, from state-of-the-art technology to elegantly designed spaces that accommodated our needs. Phoenix also boasts an unbeatable infrastructure and accessibility for meetings. Add to that the guaranteed sunshine, stunning desert backdrops and a wealth of activities for both leisure and networking, and you don’t need to look any further than Phoenix.”

Painter points out that Phoenix isn’t just a place for your meeting or event — it’s a partner in creating unforgettable experiences. She advises other association event planners to lean into what makes this city extraordinary, highlight the rich cultural history and make use of the location’s versatility.

“Consider offering offsite activities that connect attendees to Phoenix’s spirit — guided tours through the Desert Botanical Garden, a sunrise hike in South Mountain Park or even a curated dining experience featuring the city’s culinary and cocktail scene,” Painter says.

“And don’t overlook the power of Phoenix’s consistent sunshine and natural beauty. Whether it’s an outdoor networking session at sunset or simply giving attendees time to explore the desert landscape, these moments turn a great meeting into a transformative experience.”  | AC&F |