The Orange County Convention Center. Courtesy of Visit Orlando

It’s no wonder why Orlando, Florida is such a magnet for meeting and events planners. Its pleasant, sunny weather, blue skies and abundance of amusement parks — including Walt Disney World and Universal Orlando — offers endless adventures, dining options, nightlife, golf courses and entertainment, and enough beauty and fun to attract any attendee as they think of all the things they can do once the workday is done.

For the past five years, many planners have chosen this vibrant city as their number one U.S. destination. Aside from the theme parks, Orlando is surrounded by incredible natural beauty, from stunning lakes to natural rivers, swamps and national parks that present a beautiful backdrop to maximize an event and make it ‘Instagrammable,’ regardless of size or budget.

Jamie O’Donnell, an award-winning event planner and owner of Jamie O’ + Co event company in Orlando, FL, has planned many multi-day conferences that have attendees traveling from around the country and internationally to attend.

Meeting Spaces 

In O’Donnell’s experience, Orlando has an array of hotel and meeting space options ranging from budget friendly to luxury properties to fit the needs of any association or group. It is additionally a location that is easy to travel to with multiple flights from most cities not only across the country but the world.

Her clients consist of daily group meetings, breakout sessions, offsite team-building activities and evening events for a full experience of business and fun during their multi-day stay.

“Orlando is also home to great event vendors that can be contracted to support your event and generally easy load-in logistics to achieve the event goals,” O’Donnell said. “It is a destination that has a high desirability for travel for the event attendee and their families, if they are traveling with them, making it an easy choice for groups.”

Recently, the team at Jamie O’ + Co planned a multi-day conference at the Waldorf Astoria Orlando with a morning meeting in the ballroom before moving to more specific breakout sessions in the conference center.

“We hosed a unique lunch each day and then in the afternoon we broke the group into teams and sent them offsite on a fun team-building experience that would get them outside of the venue and outside of their conference mentality, like with an escape room experience for some fun,” O’Donnell said.

“At night, we hosted a themed event with dinner and entertainment so they could mingle and enjoy the evening. When they arrived back to their rooms, there was a special themed gift placed in their room by bell services while they were out so they could look forward to a treat that wrapped up the day, giving them a hint of the next day to come. Daily event agendas and having all transportation planned also helped set the tone and make each day as effortless as possible for the attendees so they could focus on the information of the conference and then enjoy the evening activities each day.”

For 40 years, the Florida Nursery Growers and Landscape Association (FNGLA) in Orlando has held its signature trade show, The Landscape Show, at the Orange County Convention Center (OCCC).

“We are proud to be recognized as one of the few events that has taken place at the convention center every year since it opened in 1983,” said Linda Adams, chief operations officer at FNGLA. “In addition to The Landscape Show, FNGLA has hosted numerous smaller meetings in Orlando, including our annual business meeting, various education meetings and leadership meetings.”

Location & Venues

In Adams opinion, Orlando’s location in central Florida makes it very convenient for people from across the state to visit. Additionally, Orlando’s International Airport is first rate with thousands of daily flights coming and going from across the nation and internationally. In addition, Brightline’s high speed train can bring in attendees from as far away as Miami.

“The leaders of Orlando and Orange County have made proactive efforts to enhance transportation options and efficiency in the area,” said Adams.

In terms of meeting venues, Adams said Orlando has a wide range of options. The FNGLA appreciates the wide range of hotel brands, including independent brands and the large number of sleeping rooms available in the area. Pricing and services range from high luxury to basic options, which is important to FNGLA’s attendees.

“In addition to the convention center, the area has numerous unique venues for meeting attendees, including world renowned theme parks, golf courses, water parks, museums, restaurants and clubs, botanical gardens and state-of-the-art cultural facilities,” Adams said.

“Our people love the convenience of attending our trade show during the day, which makes it easy to walk to or grab a ride to nearby entertainment venues on I-Drive for special client events. Some of our most popular small meetings for staff and leadership have been at the enclosed golf or bowling facilities which offer food, drinks and a fun sport all in one convenient location.”

For Heather Pilcher, CMP, CEO and executive producer of Blue Spark Event Design in Clermont, FL, Orlando is one of the top locations in the country to hold association meetings and events. The caliber of hotels, restaurants, special event vendors, entertainers, theme parks and more is extraordinary.

“The plethora of options for a planner in Orlando can accommodate a variety of event meetings and goals,” Pilcher said. “It has so many spectacular options and experiences, that planners can come back multiple years and experience something completely different each time.”

Blue Spark Event Design has a variety of clients that travel the country exploring different markets for their annual conferences; however, when they hold their event in Orlando, the experience is almost always over the top.

“Orlando is where event dreams can be maximized to the fullest. Clients will often say to me, ‘Remember when we held that private event at Universal Orlando? It was the most amazing event,’” Pilcher said.

Making Orlando Events Shine

To make the most of all that Orlando has to offer, O’Donnell recommends association planners  take advantage of the wide array of everything that makes Orlando such an ideal place for events — from unique dining experiences, spa experiences and creative entertainment venues to incredible vendors, team-building and seasoned hospitality service to help plan a full experiential event for your attendees that highlights both business and enjoyment while they attend.

Adams also recommends association meeting and event planners work with Orlando’s conventions and visitor’s bureau, Visit Orlando.

Even though FNGLA’s headquarters are located in Orlando and it is Adams’ home town, the team at Visit Orlando keeps her informed on new venues in the area, connects her with helpful people and can help fast track processes when needed. “Also, take advantage of the outdoors while in Orlando, especially for any fall, winter and spring events,” Adams suggested. “Orlando’s nickname is ‘City Beautiful’ and it really is a special place on most days to enjoy blue skies and a unique landscape, which mixes the woodsy feel of big, leafy tree shade with the bright colors of tropical shrubs and flowers.”

Professional planners wanting to hold an association event in Orlando, should start their planning process as early as possible. Orlando attracts large city-wide conferences, so the area is always bustling with group business, and if you wait too long, the space you want might already be booked. After booking the space, figure out the other details like event design, entertainment, transportation, etc.

“Additionally, if you are unfamiliar with the Orlando market, organize a site visit. There are very distinct areas that are great for groups, including but not limited to International Drive, Walt Disney World, Universal Orlando, Lake Nona and Downtown Orlando,” Pilcher said. “All of these areas have completely different feels and vibes. Go see with your own eyes what is best for your group.”

What’s New in Orlando

One of the biggest draws to Orlando for association meeting and events is the award-winning Orange County Convention Center [OCCC]. Considered to be one of best convention centers in the nation thanks in part to its 2.l million sf of event and exhibition space, the OCCC offers associations and organizations over 480,000 sf of flexible meeting spaces for gatherings both small and large. Located only 11 miles from Orlando International Airport means that association event attendees can easily convene at the OCCC and enjoy everything the facility has to offer.

While the event, exhibit and meeting spaces are awe-inspiring, event attendees can also enjoy some unique amenities that make the OCCC truly shine. These include the convention center’s new wellness rooms, offering relaxing areas in which attendees can immerse themselves outside of the hustle and bustle of the activities at the OCCC. In addition, the center’s aeroponic gardens are a true delight and celebrate the center-to-table culinary concept whereby the center’s sustainably grown vegetables and herbs are used within the convention center’s catering services.

And in response to the increased option for hybrid meetings and events, the OCCC also introduced its Executive Studio — a state-of-the-art digital broadcast center for hybrid conventions and tradeshows. In addition to the expansive OCCC, Orlando also offers thousands of hotel rooms at a variety of price points, so association meeting planners are bound to find the ideal locale that meets their budgets.

One favorite venue among meeting planners is the Orlando World Center Marriott thanks to its 500,000 sf of event space. Centrally located and close to Orlando’s many attractions, the resort is ideal for both smaller and large-scale conferences and events. The Cypress Ballroom can seat 10,000 attendees, while other areas of the resort — both inside and outside — can be relegated for any size group. They introduced a Magnolia Event Space with more than 30,000 sf of event space, including outdoor lawn spaces where attendees can delight in Orlando’s stunning tropical environment, both day and night.

Renaissance Orlando at SeaWorld is another ideal spot to host association meetings and events. It boasts 215,000 sf of event space, which can be customized to fit each organization’s needs. One favorite spot to gather is Renaissance Orlando’s 50,000 sf sunlit atrium, which captures the future of this central Florida locale and brings the outside ‘in.’ Planners can create an event beneath the stars or a tropical oasis feel to their event in the resort’s 20,000 sf of outdoor space.

Many association event planners are eager to explore the upcoming Conrad Orlando, which is set to open at the end of the year. Situated on the Evermore Orlando Resort complex, the hotel is also adjacent to an exceptional nature preserve. Expected to be the “go to” resort for all-things meetings and events, Conrad Orlando will feature over 65,000 sf of flexible event space.

Looking for a fun, private beach for smaller soirees? Or perhaps a lush lawn for afternoon gatherings? Perhaps indoor contemporary venues for large scale events is more in line with what the association is seeking? Whatever the need, Conrad Orlando is going to be outfitted with a beautiful backdrop to catapult today’s meetings and events to the next level.

When all the work is completed, Conrad Orlando will offer dedicated motor coach transportation between the resort and any of the Orlando theme parks at Walt Disney World Resort. If the attendees prefer to relax onsite, Conrad Orlando will be offering beachside watersports, golf courses, and a serene water garden for attendees to enjoy.

For another secluded “retreat” option, the well-established Omni Orlando Resort at Championsgate offers a pristine escape. Nearly 250,000 sf of meeting and event space is available for association gatherings. The resort also boasts championship golf opportunities, as well as 15 acres of pools, spa and recreation — essentially the best of both worlds of work and leisure.

Last year, JW Marriott Orlando, Grande Lakes completed a multimillion-dollar renovation to its property’s offerings. In addition to more than 144,000 sf of meeting and event space, the resort boasts a world class waterpark, renovated guest rooms, new executive family suites and a redesigned lounge in the resort’s lobby area.

Orlando is without a doubt a beautiful destination that offers a wide range of creative resources to help planners transform their meetings and events. With stunning and unique backdrops not easily found anywhere else in the U.S., planners can offer once-in-a-lifetime experiences that their attendees will be talking about for years to come.  | AC&F |