Meeting Planner Toolkit

Whatever experience you’re looking for, chances are we have a blog for you and your attendees.  Here’s a great example:

Planning the Perfect Meeting in Western Mass

You know what’s fun? Being on vacation.

Actually, you know what’s even more fun? Add vacation time at the end of your meeting!

Is it even possible there could be something more enjoyable than that? Seeing a new place, learning something new, and doing it with friends/colleagues/people who share common interests is pretty hard to beat.

If you’re thinking about planning a conference or large-scale event, Western Mass has some great options available for meetings as well as pre and post-conference activities.  We’ve put together a list of the ingredients we think add up to a conference experience that’s unbeatable:

1. Having A Top-Notch Event Space.
When you’re planning an event, you want to make sure you’re allocating enough room for people to explore freely, to visit trade booths and exhibits without being cramped, and to be comfortable during the sessions they attend.The MassMutual Convention Center offers a wide variety of spaces that can be customized to your event needs. Options include an 8,000 person arena or a 40,000 square foot exhibition hall, or can be scaled to a collection of meeting rooms.

2. Bring In Vendors/Partners That Attract Attention (In A Good Way).
Allowing vendors and sponsors to host booths and connect with prospects can be a great way to offset event costs and help your guests feel like they’re making worthwhile connections.

3. Make Sure The Schedule Allows For Some Exploration And Networking.
You don’t want your event to be all work and no play. One big reason people choose to participate in conferences and events is because of the relationships they can create.
Consider planning wrap-around events that include partnerships with popular local restaurants and attractions.
Wouldn’t it be fun to offer a tour of the Amazing World of Dr. Seuss Museum, then partner up with a local restaurant to create a cocktail inspired by Horton or Thing 1 and Thing 2?
Give basketball fans a chance to indulge in their own hoop dreams by planning a reception at the newly renovated and extremely interactive Naismith Memorial Basketball Hall of Fame.
Include excursions that allow plenty of time for shopping and chatting, like a visit to the Yankee Candle Village. As a bonus, you could include an interactive activity like candle making to give your attendees a chance to create relationships and have bonding moments.

4. Host Your Event In An Area That’s Suitable For Your Attendees.
If you can create an event that is tailor-made for your audience, you’ll have ongoing success if you try to replicate it over several years.For example, is your event’s target demographic people between ages 25 and 44? Guess what a lot of them have, besides too much on their plate and a chronic case of sleep deprivation? Kids! If you’re marketing a meeting or convention to them, highlight the amazing children’s museums in our area (Dr. Seuss and Eric Carle – we love them both!).Aiming for an audience of adrenaline junkies, maybe an entrepreneurs’ event? Six Flags New England and white water rafting should do the trick, with maybe a follow up round of fun at MGM Springfield.

5. Provide Plenty Of Transportation Options.
You’re probably asking yourself, “Is transportation a big issue in this era of Uber and Lyft?” The answer is yes. You want to make getting to you a seamless experience, so travel is the least of their worries.In Western Mass, we’ve got you covered, whether you’re thinking planes, trains or automobiles; it’s easy to get to us via Bradley International Airport, Peter Pan Bus Lines or Amtrak, and easy to get around once you’re here.

Western Mass is known as a land of firsts and for good reason. Springfield, one of at least 36 in the US, but it was the first. We’re also home to the first armory commissioned in the country, the first home of beloved author and illustrator Theodor ‘Seuss’ Geisel, where the American-made automobile was manufactured, the first board game and so much more. Here’s where you can find your first in Western Mass:

Located on the campus of the Springfield Museums, you’ll find many of the cities ‘firsts’ documented and paid homage to here. From Hasbro Gameland to the largest collection of Indian Motocycles (yep, made in Springfield) and a collection of Rolls Royce’s (yep, these were made here too) this is a great place to start finding your firsts in our region.

Also located on the Springfield Museums campus, this museum honors Springfield’s most famous son, Theodor Geisel. Ted was born in Springfield and found inspiration from throughout the region as he wrote and illustrated his popular collection of children’s books. This museum is filled with familiar colorful characters and interactive displays but it’s also the home to the most comprehensive collection of Ted’s personal family photographs and letters in addition to artwork that has never been publicly displayed.

Dr. James Naismith invented the game while teaching at Springfield College and this shrine preserves and celebrates the game at every level. Fresh from a $20 million renovation, the Hall features interactive exhibits, personal artifacts from players & coaches and a chance to practice swooshing on the Court of Dreams.

Volleyball was also invented here and the sport’s Hall of Fame in Holyoke celebrates the sport. The museum was recently redesigned to show more memorabilia than ever before.

This was the first armory in the nation, commissioned by George Washington and was the primary center for the manufacture of United States military firearms from 1777 until its closing in 1968. The museum commemorates the critical role of the nation’s first armory by preserving and interpreting the world’s largest historic US military small arms collection, along with historic archives, buildings, and landscapes.

Western Mass was also the birthplace of the most famous candle in the world – the Yankee Candle. From humble beginnings melting crayons in the basement of his South Hadley home, Michael Kittredge grew the company into an empire but remained loyal to his roots and headquartered the business in South Deerfield. Now the Yankee Candle Village store is one of the most popular attractions in the northeast with over 90,000 square feet of fragrance, décor and interactive exhibits.