Mr. Dolce

Meetings & Conventions

Examining the Purpose of Meetings

By Andy Dolce, Founder, Chairman & Managing Partner, Dolce International

The way in which we conduct business today has truly evolved. From e-mail and instant messenger to telecommuting, teleconferencing and virtual world meetings, these modern day tools allow executives to go a full day without a face-to-face encounter.

While on-site meetings will always be an integral part of many businesses, the focus is becoming as much about building relationships as it is about learning. And with good reason. Personal relationships will always play a vital role in many industries and for these industries, networking and relationship building will always be a top priority.

Today's meeting planners have a lot more to consider than just booking sleeping quarters, outfitting seminar rooms with multimedia equipment and ergonomic chairs and organizing group meals. Meeting groups now require the latest in technology (Wi-Fi is a must), entertainment and amenities while also demanding the latest in comfort, cuisine and last but not least, an inspirational setting where business and bonding can be conducted in every corner.

The setting plays a huge role in creating a relaxing environment for learning and networking alike. A comfortable, peaceful environment, free from distractions, needs to also offer amenities and post-meeting activities that help attendees feel relaxed and special no matter what job title they carry.

At Dolce International, we found that inspiration comes from settings that draw energy and focus from natural elements and the environment, which are all integrated into unique design features at several of our properties. At Dolce La Hulpe Brussels for example, guests look out at 1,700 acres of forest from an open-floor design with floor-to-ceiling windows. Contemporary European design, modern furnishings, smart technologies and the integration of indigenous materials stimulate interaction with the stunning natural backdrop. The use of natural light adds energy to the space and allows attendees to feel a part of the great outdoors which is a nice change from traditional gray conference rooms.

Another example can be found at Dolce's Aspen Meadows Resort which features an environmentally friendly design that incorporates natural materials and cutting-edge building technologies. Nestled into the Rocky Mountains, this innovative new property incorporates flowing water, stone floors, an outdoor fireplace and awe-inspiring mountain vistas throughout the property all of which help stimulate the brain.

While cutting edge technology remains a priority in conference center design, planners and attendees are taking more interest in "organic" atmospheres. Hotel designs need to soothe and inspire to encourage a comfortable exchange of ideas and reflective thinking. For example, we noticed that adding a flexible "Great Room" inspires more impromptu socialization and quiet spots to read or surf the web than a traditional lobby. We have also had great success removing traditional tables and chairs and incorporating soft seating such as sofas into some of our meeting rooms. According to planners and attendees alike, the comfortable seating enhances communication and leads to more creative thinking and relationship forming.

Meeting planners need to take special note of younger generation attendees who often have shorter attention spans and do not sit still. This generation is used to multi-tasking and they are particularly interested in venues that break out of the mold and allow for walking around or standing. An environment that allows these attendees to conduct business and network seamlessly throughout the property, while offering thoughtful design features works best.

Throughout the day, breakout sessions offer excellent opportunities for groups to experience team-building exercises while enjoying a refreshment break. From case study sessions to scenario building, groups work together to solve problems and learn how to effectively work with one another. Another popular option is a simulated control center where meeting attendees must work together to solve a crisis situation.

After a day of meetings, the right recreational activities can make all the difference in setting the tone for relationship building. We have found that team-building activities are an enjoyable, hands-on complement to the classroom aspects of any group getaway. Creative, challenging events leave attendees with renewed enthusiasm for both their work and their co-workers. Activities that allow employees to break out of their traditional roles and interact as people rather than supervisors and underlings work best. The personal interactions, conversations and quality time together leads to bonding and relationship forming that can carry beneficial side effects back in the office and can also prove extremely valuable to a company's bottom line.

Working with a dedicated conference planning team is integral to a successful group stay and at Dolce, our staff personally works with each meeting planner to determine the right mix of activities for every group. Our teams are trained to identify the focal point of the meeting in terms of goals and meeting requirements to determine how activities will be integrated into the group's itinerary.

Each of our properties offers a full list of regionally focused activities and adventures that stimulate body and mind. For physical activities, adventure learning no longer means ropes courses and golf outings. Our properties offer exciting recreational options such as kayaking, mountain biking as well as challenges that involve climbing walls.

Team-building challenges are always a popular request and we have developed several unique options including "Synergy through Samba," a musical team exercise where everyone grabs an instrument and learns to make beautiful music together. Other popular options include Food Network style culinary missions where teams prepare meals together and high-tech Amazing Race inspired scavenger hunts where attendees use handheld G.P.S. devices to locate hidden treasures. Depending on the property's location, groups can also enjoy regional activities such as the "Go Wild on Ice" program which treats groups to ice-hockey training by members of professional ice hockey teams.

In addition to group-focused activities, meeting attendees are requesting personal fitness and relaxation services like never before. Having a top fitness center, golf and luxurious spa facilities are not options but requirements today. While these activities are often done individually, the opportunity for bonding over spa services or a challenging golf game should not be underestimated.

After a full day of meetings and activities, attendees are sure to work up an appetite. Instead of traditional set dinners, meeting planners are requesting more creative cuisine options that offer more interaction such as theme buffets and dining events which inspire conversation and mingling. Non-traditional options such as midnight buffets and ultra-early breakfasts are also popular and healthy eating continues to be a strong trend with more planners selecting salad options and lighter fare for lunchtime.

As important as an inspired setting is to the meeting room, a variety of offerings at mealtime is equally important. Our chefs are constantly experimenting with new options and ideas to stimulate productive thinking. Out latest concept, "Brain Food," is very popular with groups looking to boost productivity and inspire healthy eating. The basic idea involves creating nutritionally balanced meals to increase energy, improve mood and emotional stability and boost the capacity for learning and retention based on Patrick Holford's book, "Optimum Nutrition for the Mind."

Our chefs have designed a selection of "Brain Foods" that have a low glycemic index and do not include harmful items such as oxidants, alcohol, sugar and stimulants. Sample menu items include snacks of dried fruits, raw nuts, whole-wheat zucchini bread, cheese, berries and oatmeal raisin cookies. The "Brain Food" concept can be incorporated into breakout sessions and team building events or can be used throughout the groups' stay. Some groups take this a step further by incorporating a team-building "boot camp" workout regime into the itinerary.

While the real goal of a retreat is to learn in an inspiring setting, after a day focused on strategic priorities, a little downtime, nutritious meals and time for relaxation is crucial. From brainstorming on the sofa, networking at a cocktail party or whipping up a group dinner, the interactions and relationships formed during group retreats are truly priceless.

Andrew (Andy) J. Dolce founded Dolce Hotels which has become the world's leading conference hotel company by providing environments where people can meet and learn. Dolce is at the forefront with properties in the U.S., Canada and Europe. He has been named one of the "25 Most Influential Executives" in the meetings and travel industries by both "Meeting News" and "Business Travel News". Mr. Dolce has been a board member and president of the IACC. He is on the board of NYU's Center for Hospitality, Tourism and Travel Administration and serves on Iona College's Legal Board of Trustees. Mr. Dolce can be contacted at 201-505-5906 or andy.dolce@dolce.com Extended Bio...

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