The limitless possibilities for what a beach meeting could look like make it difficult to know where to even begin planning—so, we asked the pros. Here are some tips and tricks for planning group gatherings under the sun from Visit Newport Beach, Discover Coronado, the Marina del Rey Tourism Board and Grand Fiesta Americana Los Cabos All Inclusive Golf & Spa.
Visit Newport Beach
MOKE Electric Vehicle Tours in Newport Beach, California. Credit: Visit Newport Beach Fun-in-the-sun transport: Why book a standard shuttle ride to the beach when you can arrange for a fleet of open-air MOKE electric cars? Or if convertible fun is not available, choose transport that adds a little fun to your journey to the beach (play a surf music mix, local beach trivia en route, etc.) When you arrive, have electric bikes available for a fun trip down the boardwalk.
- From-sand-to-bar martini bar: Consider beachfront venues that seamlessly blend a day on the sand with a comfortable seat at a refined open-air spot. After the sun has set, wander into comfy fireside upholstered setups serving local delicacies and libations.
- Make every dune a destination: Go beyond expected shade and seating solutions by enlisting the help of a local event team that specializes in elevated picnic theming. Dreamy setups of floor pillows, fringed umbrellas and gorgeous florals, alongside fun teambuilding games like cornhole, will transform a standard beach day into something special. Add refreshments and sunblock to keep everyone refreshed.
Discover Coronado
From Destination Sales Director Danielle Rossetto
- Always include a shoe valet at your beach events and consider it a great opportunity for custom flip-flop branding or as a thoughtful client gift—especially during hot summer days.
- Less is more when it comes to decor. While decor is important, the breathtaking ocean backdrop should be the star of the event, especially during sunset.
- Don't forget to consider the time of year, as the timing of the sunset varies. Timing your event to coincide with the sunset can add an extra touch of magic!
[Related: Unique Approaches to Beach Meetings in West Coast Destinations]
Marina del Rey Tourism Board
From Business and Client Services Manager Barbara Littlejohn
- Secure necessary permits: When organizing a meeting on the beach, it's essential to secure the appropriate permits and permissions from local authorities. Check with the Los Angeles County Department of Beaches and Harbors to understand the regulations and requirements for hosting events on Marina del Rey’s beaches. This will ensure your event runs smoothly and complies with local laws, avoiding any last-minute complications.
- Plan for weather and comfort: Weather can be unpredictable, even in sunny Southern California. Always have a contingency plan in place for inclement weather, such as renting a tent or an indoor backup space. Additionally, provide your attendees with information on how to dress appropriately for the beach setting, including recommendations for sun protection, comfortable footwear and layers for cooler evening temperatures. Offering amenities like sunscreen, hats and water bottles can also enhance the comfort of your guests. L.A.’s Marina gets chilly once the sun sets—and if your group gathers on the water, maybe for a cocktail reception on a yacht, a light cover-up or long sleeve is recommended, especially with the ocean breeze.
- Incorporate local activities: Take advantage of Marina del Rey’s unique offerings to create memorable experiences for your attendees. Consider integrating local activities into your meeting agenda, such as paddleboarding, sailing lessons, beach volleyball or yoga on a paddleboard. These activities can serve as excellent icebreakers or teambuilding exercises. Renting bikes and cruising down the paved bike paths is also another fun teambuilding activity, allowing the group to take in the coastal views and soak up the sunshine.
Grand Fiesta Americana Los Cabos All Inclusive Golf & Spa
- Plan ahead. Beach locations are in very high demand.
- Always have a proper back-up plan. Though the weather in Cabo is “perfect” 99% of the time, it’s still necessary to have proper back-up plans in place.
- For a better walking experience, consider including natural fiber mats made of materials such as wool, bamboo-silk or cotton throughout the event perimeter.
- Include live food stations instead of buffets to enhance the culinary experience.
- When reviewing the budget, consider lighting as one of the most important elements of the decor to create a magical ambiance and enhance the setup.
- Fireworks are a must, especially in Mexican destinations where they are allowed on the beach. Nothing else will top fireworks when thinking of what makes a memorable event.
- Get creative. Work with the hotel team, local DMCs and/or our in-house AV team to make any beach event a memorable one for all attendees.
