Winter might not be the first season that comes to mind for a business meeting.
Still, the colder months offer unique - some may say “hot” - advantages that can transform your gathering into a more serene and focused experience.
Wingspread Retreat & Executive Conference Center’s general manager, Eric Bates, shared his insights on why winter meetings can offer both cost savings and memorable experiences.
Eric emphasizes the economic benefits: “Winter is typically off-season, so it’s more economical to get your group into a quality conference center.”
Along with favorable pricing, winter meetings offer a sense of serenity that’s hard to find during the busier months.
“Winter meetings feel quieter,” Eric explains. “The air is crisper. There’s more focus on your meeting, particularly when you package food, beverage, and experiential elements around it.”
The combination of cost savings and a serene atmosphere allows participants to focus on the meeting content without the distractions that come with busier seasons. It’s the perfect environment for deep work and meaningful conversations.
Of course, winter can bring challenges, particularly with unpredictable weather.
As Eric puts it, “Mother Nature doesn’t always play nice. A smart meeting planner, however, is always prepared to pivot.
“You should be thinking about what would happen if your headcount drops due to weather or if a key speaker cancels,” Eric advises.
One of the best strategies for unexpected disruptions is having backup plans. Eric recalls a time when a team moved their meeting outside to a garden due to reduced attendance.
“It felt intimate and close, and they didn’t lose any momentum,” he says.
Flexibility, creative solutions, and a well-prepared venue can keep your meeting on track, no matter what winter throws your way.
Winter also offers unique opportunities for team bonding. When the weather isn’t cooperating with outdoor activities, Eric suggests bringing the fun indoors.
“We’ve been known to bring bags, games, or even karaoke inside one of our spaces. Switching to board games, card games, or trivia nights keeps the camaraderie going,” he says.
These kinds of indoor activities can be just as effective in fostering unity and collaboration. The goal is not just to share information but to create lasting relationships and a sense of togetherness among team members.
“You want them to walk away with the feeling of unity and resources they can call upon when they get back to their offices,” Eric adds.
So, how can you ensure your winter meeting is a success? Here are a few tips Eric recommends:
Be prepared for the weather. Plan indoor alternatives in case outdoor activities aren’t possible.
Create a cozy atmosphere. To enhance the experience, add elements like warm beverages, fire pits, and cozy meeting spaces.
Leverage your venue’s expertise. Work closely with your venue’s planning team to anticipate and plan for any challenges.
Eric highlights the importance of having an experienced planning team: “Our team here plans meetings for seasoned planners and for novice planners every day. They have a big vault of ideas to tap into to ensure that meetings run smoothly, regardless of the circumstances.”
One example he shared involved a group whose keynote speaker canceled at the last minute. Rather than scrambling, the Wingspread team led the group on a nature hike, using the surroundings to foster team building and collaboration. “We didn’t lose a step,” Eric says.
The key takeaway? With the right venue and planning team, your winter meeting can succeed, no matter what curveballs (or snowballs) come your way.
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