Attendees experience the sugar-white sand beaches at Hilton Sandestin Beach Golf Resort & Spa on Northwest Florida’s Gulf Coast.

One of the many benefits of having meetings and special events at a beach location is the considerable savings on decorations. Mother Nature has taken care of that in the form of palm trees, sunsets and peaceful vistas complemented by refreshing breezes and the occasional wispy clouds passing by.

Décor by Mother Nature

“That’s one reason I really like coordinating beach events because the décor is naturally taken care of and no one ever complains about the view,” says Michelle, who has managed corporate events from coast to coast for a major financial institution for more than 10 years.

“In fact, I can’t remember ever receiving a complaint about a beach event because everyone is always so relaxed and in good spirits when outdoors and so close to the water,” she says.

The Sanctuary at Kiawah Resort, located on the pristine beaches of Kiawah Island, a 10-mile-long barrier island about 25 miles southwest of Charleston, South Carolina, has been the setting for dozens of the meetings Michelle coordinates for her employer.

The property has two focal points, starting with the Kiawah Island Golf Resort, which has more than 22,000 sf of meeting space and 90 holes of championship golf. The Sanctuary at Kiawah Island Resort features six outdoor spaces ranging from an intimate 650-sf veranda to the massive Mingo Point, which can accommodate from 50 to 800 people.

Michelle has used all of these spaces for various seaside events, but always gets the most positive feedback from events at Mingo Point, which she describes as “a massive picnic area with shade trees, casual seating spaces and fabulous views.”

“I like that there is a built-in outdoor kitchen, so you save in catering and setup costs,” she says. “We’ve had oyster roasts with steel drum bands and it’s just the perfect setting to bring a group together.”

Over the years, Michelle has learned to check on three things before planning a beach meeting or event:

• The tidal charts. Low tide makes for ugly, sometimes smelly backdrops.
• Bug season and how various community environmental guidelines choose to manage this component of Mother Nature.
• Shade or shelter from the sun for a daytime event.

A fourth tip is equally important for any meeting planner coordinating a beach event — remind women to pack flats, which are easier for walking in the sand than heels. Otherwise kick those shoes off and go barefoot. It’s a good excuse to have a pedicure before this business outing. Or, pedicures on the beach could be an event in itself. Think about it.

Sea Turtles Welcome

Another consideration on Mother Nature’s schedule that may impact seaside events on a number of our nation’s beaches is the nesting season for endangered loggerhead and green sea turtles. Florida, Hawaii and the Caribbean fall into this category.

On the 26 miles of sand on South Walton Beach on Florida’s Gulf Coast, the turtle nesting season is from May until late September. Each morning during this period, volunteers with South Walton Turtle Watch patrol the beaches and if evidence of a nest is found, orange netting is placed around the area and signs notify humans to keep away.

Local ordinance prevents leaving tents, tables or other setups on the beach overnight, and if a turtle comes ashore and lays eggs in the middle of an event space, well, you’ll just have to work around it.

Donita Jacobs with Torchmark Travel in Dallas has been coordinating seaside events for corporate clients for years on South Walton beaches and has rarely encountered a complication because of sea turtles. In fact, the times it has occurred, her attendees have been delighted to witness this wonder of nature and learn more about the protection of wildlife and endangered species in this area.

“Sea turtles are always welcomed guests at any of our events,” says Jacobs. “We move our event a few feet down the beach and everyone goes on with business.”

Numerous times over the years, some of these beaches in South Walton Beach have been named the most pristine and environmentally protected pieces of coastal property in Florida, which is one of the attractions to this area, as well as the sugar-white sand and the turquoise reflection it creates combined with the clarity of the water here.

South Walton Beach includes 16 unique and charming beachside communities that are known for artists’ galleries, festivals and independent restaurants all connected by more than 200 miles of hiking and biking trails.

Sandestin is one of those 16 beach communities and home to the Hilton Sandestin Beach Golf Resort & Spa, the largest full-service beach resort on Florida’s Northwest coast. The more than 60,000 sf of indoor and outdoor event space is one of the many reasons Jacobs at Torchmark has used the resort for meetings with her client. These gatherings usually range from 100–150 people.

“A number of the indoor meeting spaces have great windows and views of the Gulf for when we have to be indoors, but the variety of outdoor spaces for receptions and meals always provides a fresh option,” Jacobs says.

She utilizes the outdoor venues as an opportunity for “walking meetings” when possible. With small groups of 20 or fewer, the conversation continues while moving along the beach or pathways, thus making better use of time but also providing more exposure to the natural environment, which is the premiere attraction of this region.

“It can be a little cool in winter and early spring, but the Hilton Sandestin is equipped with a number of outdoor space heaters that allow us to be outside but still comfortable,” she says.

Florida’s ‘Magical’ Southwest Coast

“A lot of people don’t realize just how beautiful the Florida Gulf Coast is,” says Bryan, a meeting planner for a major lifestyle recreation company who is coordinating a major event at the Marco Island Marriott Beach Resort, Golf Club & Spa in Southwest Florida. “The beach business is our business and these are just magical.

Bryan’s company has hosted gatherings for up to 1,000 people at beachfront properties from Bermuda and the Bahamas, to Mexico and Hawaii. He is particularly looking forward to hosting a dinner on the massive flat beach in front of the Marco Island Marriott.

“Not all beaches are conducive to large tables, but this beach is very flat and that makes everyone more comfortable,” he says.

Bryan is also excited about Marco Island Marriott’s rebranding to JW Marriott, which will take place on January 1, 2017. This is a part of major renovation that has been underway for almost two years and includes the addition of another tower of guest rooms and meeting space. When complete, the new JW Marriott Marco Island Resort will have 810 guest rooms.

Noteworthy Beach Meeting Spots

The Ocean Reef Club on the northernmost tip of Key Largo in the Florida Keys has in its backyard the country’s only living coral reef, a great attraction for conference attendees who snorkel or dive. The hotel has 275 guest rooms, more than 30,000 sf of indoor and outdoor meeting space, two 18-hole championship golf courses, a marina and 20 tennis courts, all about an hour from Miami International Airport.

The iconic Sawgrass Marriott Golf Resort & Spa in Ponte Vedra Beach, Florida, has recently completed a $25 million, resort-wide renovation that includes 511 guest rooms, pool area, spa and 61,000 sf of meeting space. Located on 65 acres of beachfront property, the Sawgrass Marriott includes 99 holes of championship golf.

Hollywood, Florida, tucked in-between Fort Lauderdale and Miami, is the home to the Diplomat Resort & Spa and its 209,000 sf of indoor and outdoor meeting space. Even the indoor space has balconies and floor-to-ceiling windows with ocean views, but nothing beats the Infinity Pool Deck that accommodates up to 1,500 people, or the palm-tree lined courts and terraces for smaller groups.

On Florida’s Gulf Coast, The Ritz-Carlton, Naples features a private beach that can accommodate up to 700 people with banquet rounds set for eight. In addition, a lovely tea garden can accommodate about 75 people. Two outdoor pools offer a number of options, as does an outdoor courtyard.

Also on Florida’s Southwest Gulf Coast is the South Seas Island Resort on Captiva Island, 330 acres that is part wildlife preserve and part luxury resort. The 21/2-mile white sand beach is ideal for group activities that include sandcastle building contests, beach Olympics and cardboard sailboat regattas. With 471 guest rooms, the South Seas Island Resort also includes four lawn settings, two beach venues and a marina event space, which is exceptionally popular because of the manatees and dolphins that enjoy the company at the marina.

At Eau Palm Beach Resort & Spa on Southeast Florida’s Atlantic Coast on the south end of Palm Beach island, the 30,000 sf of meeting space includes an oceanfront courtyard and ballroom terrace, event lawn and pool terrace for events. Overnight accommodations in a business cabana provide private access to the business lounge and pools as well as space for up to five guests per cabana.

In Fort Lauderdale, the Lago Mar Resort and Club is an intimate 10-acre family-owned property with 500 feet of private beach. In addition to the beach space, the Lago Mar offers a garden filled with subtropical flowers and a garden courtyard that overlooks the pool and opens to the beach.

Miami’s South Beach is the setting for the Fountainbleau, which features three lawns on various levels capable of accommodating up to 1,000 people for dinner. The BleuLive Stage, which extends over the pool area, is a great addition to that location. The Glimmer Boardroom Terrace keeps toes out of the sand while offering a 180-degree ocean view.

Wild Dunes, located on Isle of Palms Beach about 30 minutes from downtown Charleston, South Carolina, hosts a number of corporate teambuilding exercises that showcase the Atlantic Ocean location. Try crabbing competitions, kayaking through salt marshes and estuaries, a low-country boil and oyster roast — even weave baskets with low-country sweetgrass. The resort is on 1,600 oceanfront acres and includes 36 holes of golf.

Nicknamed the Grande Dame of the California Coast, the Hotel del Coronado in San Diego is a National Historic Landmark with 65,000 sf of meeting space that sits on 28 acres of beautiful coastline just seven miles from the San Diego International Airport.

The Montage Laguna Beach in California is renowned for its outdoor event spaces that includes three lawns or gardens at more than 4,500 sf each and capable of hosting up to 300 people in a sit-down dinner. Each of those spaces has a fabulous ocean view and two include fire pits. Two generous pool decks also overlook the Pacific Ocean.

The Westin Maui Resort & Spa, Ka’anapali, features that all-important full-service outdoor kitchen and grills, three terraces for groups up to 400, and 11,000 sf of outdoor space that includes waterfalls and beach access. Indoor spaces include small boardrooms, a 1,000-person capacity ballroom and 11th floor event space with spectacular ocean views. C&IT