The J. Douglas Galyon Depot is a historic train station that acts as a hub for trains and buses for those who travel through Greensboro, NC. Photo by Dan Routh

There are many reasons why event planners look to the Carolinas to hold their meetings and events. Three are top of mind: Southern charm. Southern hospitality. Southern-style cuisine. Aside from that, North and South Carolina offer meeting planners an appealing assortment of diverse destinations, including coastal cities, golf resorts, inland regions and mountains.

South Carolina

The South Carolina Association of Counties has set its annual conference and Institute of Government at Wild Dunes Resort near Charleston, SC, for the past few years. Tish Anderson, director of administrative services with the Institute for Organizational Management, US Chamber of Commerce, says attendance has run from 500 to 550.

She says planning and executing these meetings is overall a more positive environment than two years ago. “Most properties are now fully staffed, unlike a couple of years ago. Properties also seem to be putting money back into renovations and upgrades. COVID took such a huge toll on the meetings and hospitality industry; it’s taken a couple of years to recover. Now, the industry seems to have come back stronger than ever, so finding meeting space isn’t always easy. With higher demand comes higher prices for rooms, food/beverage, etc. so staying within budget can be challenging. Room rates, especially, have continued to increase, making it difficult for many of our counties with limited travel budgets.”

About the area, Anderson says, “Our group loves the South Carolina coast. That’s where they want to be for our annual conference since it’s in July/August. We previously held the meeting on Hilton Head Island for over 30 years, so moving to Wild Dunes Resort on the Isle of Palms was a huge leap. This is our third year at the property, and our attendees have grown to love it. Wild Dunes Resort really listens to our feedback and continues to tweak things each year.”

Anderson has worked closely with Explore Charleston, especially the first year. He says, “They coordinated site visits to overflow properties and offered restaurant recommendations. We provided a table to Explore Charleston onsite during our conference where they distributed visitors guides and answered attendee questions. This was especially helpful since many in our group had never visited Wild Dunes Resort.”

In addition to its location, Anderson says Wild Dunes Resort’s updated rooms, amenities and expansive meeting space were a draw. The group used Boardwalk Inn, Sweetgrass Inn, Residences at Sweetgrass condos and villas, all within the resort. The meeting space was in Sweetgrass Inn, Sweetgrass pavilion conference center and Boardwalk Inn. Additionally, Anderson notes that some of the corporate partners planned dinners for attendees in downtown Charleston, and many attendees explored the city as well.

“All rooms on the property have been updated,” she adds. “There are a variety of restaurants covering various price points within walking distance. The new meeting space at Sweetgrass Inn really stood out to me, especially the Indigo Room and Terrace, which has a gorgeous view of the ocean. The resort offers an adult-only pool and three family pools all within close proximity to the inns and condos. We require a lot of space, and the space meets our needs. We’re contracted to return there through 2028.”

For those considering the destination, Anderson points out that the timing of the meeting matters in terms of rates and negotiating power. “Changing the pattern of the meeting from the weekend to weekday could impact the room rate significantly. Charleston and the surrounding areas, including Isle of Palms, are in high demand. I suggest starting very early, especially if you have a large meeting, as many properties are booked out years in advance.”

Myrtle Beach is another highly popular meeting South Carolina destination. James Headley, executive director of the South Carolina Recreation & Parks Association will hold its annual meeting for around 300 at the Sheraton Myrtle Beach in December. Like others, Headley says costs have increased greatly. “F&B I understand,” he says. “But AV costs are ridiculous. It’s to the point now where it’s going to start to limit registrations.”

Myrtle Beach, he says, has a ton to offer any time of year. “The beach always has a calming effect no matter the time of year.  There’s a ton of shopping, things to do for everyone, and, yes, there’s golf! No matter your price point, Myrtle Beach has something to offer you as a meeting planner and all your attendees and their families.”

The resort has many positives. The fact that it’s attached to the convention center, has a large number of rooms and adequate space were all plusses, though he says he’s glad that the meeting space “is getting a facelift — as it was needing it.” That said, he adds, “We’ll meet there again. The teams at the Sheraton, convention center and CVB are all great to work with.” As for the AV, he reiterates, “the pricing is ridiculous. The AV Companies appear to want to make up all lost revenue and then some.”

His advice to planners: “Work with the convention center and/or Sheraton closely on exhibit-hall space as the fire marshal is a real thing! There are inspections. You must preplan and get everything approved ahead of time.”

Multiple South Carolina associations also meet in Myrtle Beach, including the Municipal Association of South Carolina, South Carolina Community Development Association, South Carolina Utility Billing Association, Municipal Technology Association of SC, SC Association of Municipal Power Systems, Municipal Court Administration of SC, SC Municipal Human Resources Association, SC Business Licensing Officials Association, SC Municipal Finance Officers, Clerks, and Treasurers Association. Ken Ivey, manager of member services, says attendance ranges from 80 to 1500. The groups use a number of hotels, including Embassy Suites by Hilton Myrtle Beach Oceanfront Resort, Hilton Myrtle Beach Resort, Marina Inn at Grande Dunes and Sheraton Myrtle Beach. Room price, brand and location related to the beach, shopping and dining have all been factors in choosing hotels.

Ivey says, his experience with Visit Myrtle Beach and its partner hotels has been positive, but feels that the industry as a whole is still facing issues since COVID. “In general, hotel staffing remains an issue in all of the cities where we host events. Hotel sales teams are untrained and, in many cases, don’t return phone calls or emails. They have no idea how to sell their property or close business or any idea about customer service. There’s an overall lack of sales training and the relationships many of us built over decades don’t exist since COVID.”

As for local resources, Ivey recommends the convention center staff and the CVB. “The CVB has helped me secure locations for events, dinners and hotels and assisted with transportation. There are so many options in Myrtle Beach, I recommend working with the CVB as they can help you find the perfect place to for your events.”

The bottom line, Ivey notes, is that his groups really enjoy Myrtle Beach because of the location and all there is to do there. “We will definitely meet in Myrtle Beach again.”

North Carolina

Nestled in the heart of North Carolina is Greensboro, better known as the ‘Gate City.” Back in 1851, when the city was founded, 60 trains quickly began to arrive and depart on tracks running in different directions, becoming a gate to several eastern destinations.

Today, Greensboro’s perfect blend of southern charm, hospitality, modern amenities, culinary arts and culture scene has drawn event planners looking for a destination with a colorful tapestry, showcasing the city’s unique diversity and creativity. This year, Greensboro History Museum is commemorating 100 years of sharing Greensboro history with Gate City residents, and visitors from all over the world have been invited to partake in the celebrations.

At Greensboro, groups can indulge in dining at a choice of more than 500 restaurants and find comfort in a selection of more than 96 accommodations that feel just like home. From resorts like Grandover Resort & Spa, A Wyndham Grand Hotel, with 244 rooms and 45,000 of meeting space; to smaller venues such as O. Henry Jazz, a luxury hotel where elegance and southern hospitality meet, this vibrant city has it all.

The Greensboro Area Convention and Visitors Bureau, near the downtown area, is dedicated to creating exceptional experiences for both organizers and attendees. It boasts a variety of meeting and convention venues — from the Greensboro Coliseum Complex, which hosts conventions, meetings, sports events and entertainment, to the Koury Convention Center, the city’s largest hotel with extensive meeting facilities, to distinctive spaces available at parks and museums —Greensboro provides unique options for memorable events.

Less than an hour-drive from Greensboro is Durham, a city that has morphed into a showcase of contemporary urban development with a vibrant dining scene, excellent breweries and distilleries, a revitalized downtown and surprising cultural depth. It’s not just the presence of Duke University; the city’s art and historical sites provide much to entice attendees.

The Specialized Square Dance Production Group (planning group) will brought the 41st annual convention of the International Association of Gay Square Dance Clubs (IAGSDC) to the city this summer. Mark Ambrose, chair & CEO, says Durham offers much for the group.

“Durham is one of the smallest cities to host an IAGSDC convention. We selected it, in part because it has a small, walkable downtown. It’s also a very LGBTQ-friendly city. When we started the planning process in 2018, downtown Durham was pleasant and interesting but not that exciting. Since then, the downtown has exploded with new restaurants, pubs and bars. Downtown Durham just got better and better as our convention dates got closer.”

The Raleigh-Durham International Airport (RDU) is also a plus. “It’s large enough to have flight schedules that work for most of our attendees but small enough to be a low-stress, easy-to-navigate airport. The only downside was the lack of direct bus service.” Discover Durham, another of the city’s assets, helped the group obtain permits to use the armory in advance of the city’s annual lottery to rent the venue, helped coordinate multiple hotels to get sufficient rooms, obtained letters of support and welcome from local government officials, and more.

The city’s venues were a great fit for the group. “Durham Convention Center plus the Durham Armory were just the right size for us,” Ambrose says. “We needed six halls for dancing plus space for a banquet dinner and a brunch.” That said, he notes, negotiating with the Durham Convention Center during the pandemic was challenging.

Although a great fit, the venues were not the norm for IAGSDC, which usually books a large conference hotel where they can negotiate a single contract for hotel room, catering and dance/meeting space. “Using a convention center presented us with financial challenges,” Ambrose says. “Usually, the dance space has been complimentary if we meet our room block and catering commitments. Not so when using a convention center! We were only able to afford it because we were able to reduce other costs.”

The group did consider conference hotels, but the event was too big for most in the area. “The only one that would work was the Sheraton Imperial, which was the right size, but we rejected it because it’s in Research Triangle Park, far from most dining and entertainment options. As a result, we had to use every hotel within reasonable walking distance of the Durham Convention Center to get enough rooms. Our HQ hotels are the Durham Marriott City Center (attached to the convention center) and the Durham 21c Museum Hotel, a three-minute walk. We also had room blocks at The Durham Hotel, the Unscripted Hotel, the Aloft Durham Downtown, and the Residence Inn Durham McPherson/Duke University Medical Center. We were able to negotiate reasonable rates at all of these.

Ambrose says the lack of a single large convention center hotel was a challenge. “The largest of our hotels was the Marriott with only 189 rooms. There are many hotel rooms within a 15-minute drive of downtown Durham, which works fine for meetings that draw from the local area or neighboring states, where most folks will drive. That’s not appealing for a national event where attendees are mostly flying into town and don’t want to rent a car.”

His suggestions for others planning an event in downtown Durham start with working with Discover Durham. In addition, he says:

Be sure the venue size works for you. The Durham Convention Center worked just right for us, but if we had had 200 more attendees, it wouldn’t have worked because they don’t have a single room that can seat 775 for dinner.

Consider the importance of Durham’s vibrant but compact downtown. If that’s not a priority, maybe a conference hotel, such as the Sheraton Imperial RTP or the Hilton Raleigh North Hills might be a better choice.

Consider how many attendees you expect to drive in and how many will fly. This can greatly affect the appeal of certain venues to your attendees.

If your event is one that moves around the country, consider how you’re going to “sell” your location.

Additionally, he says, having people spread among six hotels can be a challenge. “Some folks in our organization thought we were crazy to do it this way. We promoted it by saying, ‘In most places, our convention takes over a hotel; in Durham, we are taking over the whole downtown!’”

Ambrose also notes that Durham isn’t a “destination” city. “It’s a lovely city with lots to see and do, but it’s not Washington, San Francisco, Toronto, Charleston or Asheville. I had to constantly tell folks that our convention was in Durham, not Raleigh, not Raleigh-Durham. Many attendees knew nothing about the city or the area.”

The North Carolina Healthcare Association (NCHEA) held its Spring Seminar in February in Pinehurst, NC. Pinehurst is renowned for golf but it’s also a great meeting destination. “Have you been to Pinehurst?” asks Dona R. Noblett, chapter administrator and event coordinator. “If not, you need to go. This location has been so popular with our attendees, our numbers have dramatically increased.”

The group first met in Pinehurst in March 2023. “That year, we had 306 attendees, up from 204 at our previous location. This year, we had 621. We’ll for sure be back in 2025.” And as the group has grown, Noblett says the Pinehurst Resort staff has worked with them to accommodate their changing needs. “They’ve really have been part of our planning and NCHEA ‘family.’”

The resort area doesn’t have a typical convention center, but Noblett believes that’s one of the attractive things about it. “The history and unique venues are a draw,” she says. “We’ve always been able to make the space meet our needs.”

As for Pinehurst’s assets, Noblett says, “Location, location, location. We’re a North Carolina organization and Pinehurst is centrally located for us. Our members drive in from the mountains to the ocean, so we want a venue convenient for members across the state. Pinehurst is also close to a couple of international airports. Most of our speakers fly into RDU in Raleigh, just an hour away. Pinehurst has airport shuttles as well.”

The group has used many venues within the resort. “Our education sessions are in the Carolina Hotel, where we sit over 400 and serve 300+ for lunch. We book the Cradle for our Community FUNdraiser event with 120 golfers. I think I’ve stayed in almost every overnight venue — the Carolina Hotel, The Manor, The Holly Inn and the Villas. I can’t pick a favorite!”

She advises planning well in advance, saying, “Pinehurst is a great place to meet; just remember, it’s a bucket-list golf location for many. It’s always a beautiful day in Pinehurst, even if it’s raining! Did I mention the spa?”

The American Legion held its 104th National Convention in Charlotte, NC, last summer with 6,800 attendees, with The Westin Charlotte as HQ hotel, according to Bridget Robinson, CMP, CMM, director, national convention & meetings.

Robinson sees planning these days in a positive light. She says, “There’s greater support and emphasis on collaboration, decision-making and building relationships. There’s growing recognition of the value of well-organized meetings, leading to increased investment and assistance. As planners, we’re the subject-matter experts being leaned on to make executive decisions and we deserve a seat at that table.”

She advises working with Visit Charlotte, saying, “They’re an extension of your team and an additional resource to elevate your event.”

Michael E. Walton, chairman, The American Legion Convention Commission, calls Charlotte an outstanding destination. “As a 25+ year member of The American Legion Convention Commission and now chairman, I’ve attended every national convention of The American Legion held in Charlotte. The city has been an outstanding destination for all our American Legion Family, including The American Legion, American Legion Auxiliary and Sons of The American Legion. We have three national conventions happening simultaneously.”

Among Charlotte’s attributes is that it’s easily accessible by plane, train and car. “I live in Springfield, Illinois, and have driven to Charlotte on more than one occasion,” Walton notes. “The hotels are top-notch, and the lodging costs are, for the most part, affordable. The downtown area has grown into a highly active area with lots of entertainment, restaurants and many other activities that our attendees enjoy.”

He says the convention center is another plus as it’s easy for attendees to get around and staff is easy to work with — even with changes. “They maintain 24-hour contact with our convention team and make sure they live up to all they agreed to — and many times much more.”

Like Robinson, he highly recommends the CVB. “Last, but not least, is Visit Charlotte under the leadership of Michael Butts. I’ve said many times over the years that cities across America could learn a lot about how to get, then work with, a group holding a large national convention by going to Charlotte to see ‘how it should be done,’” he says. “The entire team makes every effort to please, no matter what we need or ask for. It’s like the word no is not in their vocabulary. This team is one of the best in the industry.”

Oceanfront, university town, revered golf resort, cosmopolitan city — the Carolinas have them all. Choose your perfect meeting destination. | AC&F |