In a world where employees are logging longer and longer hours at work with little time out of the office, it isn’t surprising that a growing number of people are finding relief by incorporating outdoor activities into their lives.
The meetings industry has caught on to the trend. More companies are making sure to schedule fun-centered outdoor activities that give attendees a respite from lengthy sessions in hotel meeting rooms or the convention center.
Groups venturing outdoors can participate in anything from a boat cruise or white-water rafting adventure to a city tour on scooters or even just picnicking in a park. Regardless of the activity, Brad Remmich, metropolitan planning organization coordinator for the South Dakota Department of Transportation, who recently brought a group to Mount Rushmore National Memorial, says stepping outside is beneficial to attendees.
“They had a very enjoyable time,” he says of the trip to Mount Rushmore. “When they go to a place that they have never been to, they want to explore the area and learn more about it rather than sitting in their hotel.”
Rick D’Aloia, general manager for Destination Wisconsin, a DMC based outside Milwaukee that organizes a host of group-friendly outdoor activities, ranging from boat cruises and fishing excursions along the Milwaukee River to city tours on Harley-Davidson motorcycles, says groups love to get outside after a meeting.
“There is no question that groups are looking for activities that get them out of the conference center or out of their hotels for extracurricular activities,” he says. “I think meeting planners are looking for more of that because it helps keep a fresher face on their meeting attendees when they are back in the conference room.”
D’Aloia adds that outdoor group activity requests have picked up in recent years.
“I would say that we started seeing this in the mid-’90s,” he says. “People were both requesting and open to more leisure and extracurricular activities that took in outdoor and open space venues.”
He credits the trend to a societal shift in attitude.
“I think American society as a whole is more health conscious and I think people are living longer and are more active into later parts of their lives,” he says. “Maybe 10 or 15 years ago you would finish the day and that would be it, but now people are looking for an activity that gets them outside and lets them be more active.”
Down on the Farm
Once a meeting planner determines that an outdoor activity is right for a certain group, the next step is to choose the activity, a decision that depends largely on where the meeting is taking place.
Stacey Slanner, marketing and events coordinator for the Franklin County [Kan.] CVB, says visiting groups love to host meetings at local farms such as Dunn’s Landing, located about 45 minutes outside of Kansas City in Wellsville, Kan.
The farm not only houses a variety of animals, but also has an impressive amount of group gathering space.
“The benefits of doing it there is that you get that hometown feeling and really understand more of the agricultural life and lifestyle that these people live,” Slanner says. “It is more relaxing, but at the same time you are still getting business done. You are still in a meeting, but you are meeting in a barn. The whole atmosphere changes the situation.”
If changing the mindset of meeting attendees is the goal, Robin Dunn, owner of Dunn’s Landing, says her farm is just the place, adding that groups visiting the farm can take part in activities that include riding a wagon, touring the property or holding a meeting and subsequent banquet right on the premises.
“Sometimes they will come out and have their meetings, have a meal, tour the horse barn, and break for an hour and let their hair down and go play with the animals,” she says. “They see a whole new side of life that they are not used to. It beats sitting in an office all day. Everyone always walks away with a smile on their face.”
Groups meeting in urban locations can take a breath of fresh air while enjoying local attractions such as baseball parks or museums with outdoor function space.
Blue Ribbon Arrangements & Tours, a DMC based in Prairie Village, Kan., about 10 miles outside of Kansas City, often takes groups to see a Kansas City Royals baseball game, organizing it as a turnkey operation for groups, providing everything from tickets and food to transportation.
“It gets them out of four walls, they get a little fresh air,” says Norma Cordes, owner and president of Blue Ribbon Arrangements & Tours. “People go not only just for the game, but also for the camaraderie.”
In addition, Blue Ribbon also likes to take groups to Kansas City’s World War I Memorial at Liberty Memorial because not only does the venue have an outdoor deck suitable for group gatherings, it also has space available indoors, in case of inclement weather.
“The deck outside of this venue has a wonderful view of downtown,” Cordes says. “[We] can plan it outside, but that day we can have it moved inside and have that option.”
Challenges and Advice
Not surprisingly, Mother Nature herself is the most formidable hurdle to leap when organizing an outdoor event.
“The biggest challenge you are going to run into is weather,” says Teresa Bryant, director of sales and marketing for Destination St. Louis, a DMC that facilitates outdoor activities in the St. Louis area, such as retreats at SayersBrook Bison Ranch in nearby Potosi, Mo. “You always have to incorporate some sort of backup plan.”
Cortis agrees.
“I think [groups should] always be alert as to what the weather could be,” she says. “In the Midwest we worry about rain and we have tornadoes, but that is not an everyday occurrence.”
Another challenge planners may face when planning an open-air activity is making sure the event is something everyone will enjoy.
“From a meeting planner’s standpoint, the challenges are creating an event that has literally something for everybody,” Destination Wisconsin’s D’Aloia says, adding that incorporating non-threatening, interactive games into an activity where everyone can participate, no matter what their physical activity level, can be a successful option.
For those who have never considered an outdoor event before, D’Aloia advises planners to make sure they are clear about what they want the event to accomplish, whether it’s bonding during a team-building activity or casual mingling during a simple outdoor social function.
“[Planners need to] be cognizant as to what they are trying to achieve for their group and make sure they have a goal in mind,” he says, adding that safety concerns are also important to consider. “[Planners also need to] take in the safety component into what they are doing. They don’t want to put their groups in harm’s way.”
