When it comes to corporate meetings and incentive programs in exotic destinations, Hilton Hotels & Resorts has properties across Mexico and the Caribbean that are sure to entice. Pictured: Hilton Cancun / Photo courtesy of Hilton

Meeting planners for insurance and financial groups work hard and create ROI opportunities at meetings and events across the country. Upscale resorts are often the ideal setting for strategic meetings as well as incentive programs that reward top qualifiers. These gatherings are not indulgent. They’re a critical part of many companies’ growth strategy and a proven incentive to retain employees and keep top producers producing.

The western United States is often an ideal setting for meetings and incentives, whether the events are purely about rewards or are designed to facilitate corporate strategy, thought leadership, team bonding, networking and other meeting objectives.

Nancy Lee, senior manager, corporate meetings & events with Arch Insurance Group, has set meetings in Deer Valley, Utah, multiple times. Most recently, the company’s Professional Liability Partner Appreciation Offsite was held at St. Regis Deer Valley in May 2023. Prior to that, the company met in 2018 at Chateaux Deer Valley. Lee says Deer Valley’s location, abundant outdoor activities and lodging were draws for both programs. “Park City is widely considered a desirable destination due to its outdoor beauty and activities, popular resorts, Olympic Park, the prestigious Sundance Film Festival and, of course, pristine skiing throughout. It’s not often thought of for meetings; however, the destination is so unique and impressive once you’ve visited.”

One thing Lee says planners should be aware of is the potential effect of high altitude on attendees. She advises educating groups in advance. Additionally, she says air travel to the destination can be challenging but has increased in recent years. But she adds, “The inherent inspiration makes up for these elements.”

In terms of the resorts, both met her needs. “For 2018, it came down to cost, property location and proximity to Main Street, as well as access to and use of Stein Erikson Lodge. In 2023, this was a client appreciation program and the elegance, service, location and room rate of St. Regis Deer Valley just fit the bill.”

The group has made good use of offsite venues and the area’s many activities. “In 2018, we took the management team to High West Nelson Cottage and the full group to High Star Ranch for teambuilding and a dinner. In 2023, we took the group to Riverhorse and also offered individual activities including golf, fly fishing, a mines & wines tour, historical park city walking tour and shopping. But it was really Park City as a destination that was the draw. Ever since my first site visit in 2017, I’ve been promoting Park City. It’s just so beautiful and so different from where most meetings take place and it’s so worth it.”

Not surprising, the staff stood out. “The sales personnel at both Chateaux Deer Valley and St. Regis were lovely to work with. The CSM at St. Regis was wonderful and accommodating, and really made our program work. The outdoor firepits at both properties were a big hit, as were the guest-room fireplaces. And you just don’t get tired of the views.”

Lee also acknowledges Alex Hagn with the Park City Chamber of Commerce/Convention & Visitors Bureau. “Alex is such a wealth of knowledge about the destination. He knows everyone at every resort and restaurant, has great customer service, comes prepared with info and documentation you need and will gladly get you any additional information required. I met Alex in 2017 when he conducted my first site visit of both properties and the destination. We’ve kept in touch ever since and he again conducted my site visits for our 2023 program. Even my sourcing partners have commented on how wonderful he is. He really makes your visit worthwhile so shout out to him and the Park City Chamber of Commerce/Convention & Visitors Bureau.”

While services at both resorts were excellent, Lee says the St. Regis really stood out — especially when a problem arose just prior to the first session on the first day. “I was advised by my executive vice president 40 minutes before the start of the session that our corporate trainer didn’t make it in the night before. He was to lead the entire day’s session for our internal attendees for which pre-work was assigned and completed and the results were being discussed. We quickly approached Encore to see if it was possible to pivot to a webinar at best, but really wanting and needing a two-way interactive virtual session. I couldn’t have been more impressed with how quickly, and pleasantly, Encore was able to implement the two-way virtual session all within 30 minutes! That was a big win. My executive was so relieved and pleased, as we all were.”

Arizona is a western state offering a compelling combination of engaging cities, rich and diverse culture and the dramatic backdrop of the Sonoran Desert. It’s often the destination of choice for meetings and incentives, especially in winter months when much of the country is buried in snow.

Lisa Jeans, the managing director of leadership administration with CLA, held an owner meeting for 350 at the Phoenician in Scottsdale, AZ, in the winter. She says the Phoenix area’s weather and abundance of direct flights from across the country make it perfect for a January meeting. Everything took place on resort property with the exception of an afternoon of networking when offsite activities were offered. “The Phoenician is a spectacular resort. It’s all luxury and has everything you could possibly imagine onsite. We always do a golf outing, along with buying out the spa, so golf and spa are a must for this particular event. We bought out the golf course for an afternoon, and the golf staff took care of every single detail. They made it incredibly easy for me as the planner and for the golfers. Our golfers love the course.”

Jeans says a number of attendees enjoyed the spa before and/or after the meeting, but the company also used it as an important networking opportunity. “Many of our attendees said it was one of the best spas they’ve been to,” Jeans notes.

Perhaps most important, Jeans calls the entire process from RFP to the site visit to the planning a great experience. “And once we were onsite, the Phoenician team took great care of our attendees. It was such a success that I immediately booked the same event at The Phoenician for 2028, which is the next time it will be out West,” she says.

Her best advice to planners considering the resort is to book early. “It’s a very popular resort for leisure and group business, so booking early is key. Being flexible with dates is key with this property as well, especially if you can’t book a year or two (or three) out. If you’re looking for a luxury property out West that has all the amenities, The Phoenician is the answer. They make it very easy for planners, and attendees will ask to return,” she adds.

Another global insurance group also chose Scottsdale for an incentive program. The President’s Award event, set at the JW Marriott Scottsdale Camelback Inn Resort & Spa in Spring of 2025, will draw two waves of 600 attendees from across the nation and planning is well underway. A.S., CMP, cites the weather, good airlift and a robust infrastructure for large groups as determining factors, but also notes that the topnotch culinary program and long tenure and dedication of the hotel staff also impacted her decision to book this hotel.

She calls the decision relatively easy. “The promise of warmth, sun and little to no rain helped sway my decision,” she says. “Having ample indoor space for backup in case it’s too warm was also important. And having a tremendous number of talented industry professionals in this area is also a big draw.”

The group will use nearby restaurants for dinners, and A.S. says having high-quality options open to buyouts and servicing groups is imperative. “We need six to eight places of similar caliber and ample seating within 20 minutes of the hotel. In some destinations this is hard to find, but not in Scottsdale. There are so many choices. We’ll also look to use one of the many offsite venues available for a full-group event. It seems like there are new options popping up every day, so I’m not worried about finding the right one.”

As for the resort, A.S. says, “Camelback Inn Resort has the intimacy of a boutique hotel, but with 453 rooms and a 20,000 sf ballroom. The western town event space at the base of Mummy Mountain is charming. Pool improvements and spa renovations are also compelling — I can’t wait to see it all.” That’s important because the program will include spa and golf. “Attendees select two out of three days of activity offerings, and spa and golf always sell out,” she adds.

A.S. encourages planners to build downtime into their agendas so attendees can relax and enjoy the resort’s desert vibe, and to have plenty of sun protection and water readily available. Finally, she suggests, “When appropriate for the group, use Uber and Lyft, which are ample in this destination and give attendees autonomy and flexibility on their travel plans while also saving budget dollars.”

Pinnacol Assurance is a Colorado company, so events are typically set at Colorado resorts. For all its mountain ruggedness and rustic options, Colorado has no lack of upscale resorts and hotels. Many are in the state’s well-known, and deservedly lauded, mountain towns, including Vail, Aspen and Telluride. But Amanda Crocker, CMP, manager of special events & community affairs with Pinnacol Assurance, booked the company’s Summer 2023 meeting and retreat for 25 at Garden of the Gods Resort & Club in Colorado Springs, CO, overlooking the spectacular Garden of the Gods Park — arguably one of the most dramatically visual city parks in the country. The resort has a focus on wellness, recently completed an extensive renovation, reopened its restaurant overlooking the park, and features a spa and golf course among many other amenities.

Being in the mountains is great, Crocker says, but she points to the challenges that come with getting to and from mountain resorts, including weather, road closures and the infamous congestion that can bring traffic to a standstill at certain times on I-70, the route from Denver to most mountain towns. Instead, she chose a resort on the very edge of the mountains, an easy drive from Denver International Airport and an even easier drive from the state’s second busiest airport, Colorado Springs Airport. She lists ambience, rate and the distance from Denver as primary draws for setting the meeting at Garden of the Gods Resort & Club.

“We’re headquartered in Denver, so to drive just one to 1.5 hours to Colorado Springs is an ideal distance — not too far but well out of Denver. Garden of the Gods Resort is a good fit for us as it gives our team access to nature and the ability to meet both outside and inside. The resort offers fantastic views and a great location.”

The group used the resort’s meeting space as well as its preferred AV vendor, catering and restaurants. In terms of offsites, there were outdoor dinners and Crocker says the group held a team-building event at nearby Cave of the Winds Mountain Park, which features the natural caves for which it’s named as well as a challenge course at the edge of a 600-foot-deep canyon, zip lines, climbing walls, a Via Ferrata route and the aptly named Terror-dactyl ride, among other things.

From planning to executing the meeting, Crocker says she faced absolutely no challenges at Garden of the Gods Resort & Club. “It backs right up to the mountains without the hassle of I-70. You get the beautiful views and also ease of access.”

Across the country, groups can find many destinations with stunning upscale resorts that provide companies with exactly what they need, whether that be an appropriate and memorable reward for incentive qualifiers, or a place well equipped to help corporate groups meet or exceed critical goals and objectives. These are just four excellent options. Where will you meet next?  I&FMM.