A Roadmap For Successful Pre- and Post-Meeting Events and Activities

There is no doubt about it: Pre- and post-meeting events and activities raise the bar on participant engagement, foster increased networking and bolster overall attendee satisfaction no matter the type of convention or conference. That’s why they must be chosen and planned with as much care as every other program component, from speakers to topics and beyond. Follow this roadmap to simplify the process and support a successful outcome.

Ask the right questions.

“As every planner knows, to be successful, you must have your audience in mind when planning pre- and post-meeting events,” said Sally Noona, CMP, director of convention sales, Virginia Beach Convention & Visitors Bureau (VBCVB). Consequently, planners should ask themselves:

Why, in general, are pre- and/or post-meeting events and activities to be included in the meeting agenda?
What are the audience’s demographics, interests and abilities? What are the goals and objectives of each activity and event? For example, is there a move to team-build? Gain greater insight about a venue, city or industry? Just let loose and have fun after a very intensive program?
For whom is each option intended—the whole group, a subset of the group, etc.? How large is the entire group and approximately how large will the subsets be?

Which is more preferable—indoor events and activities, ones held outdoors or a combination of both?

With this information in hand, Noona observed, planners can “strategically set (themselves) up for successful outcomes and even greater participation in the future.”

Start planning early.

The more lead time planners allot to shopping around for, choosing and finalizing the details of pre- and post-meeting events and activities, the greater the potential for highly positive outcomes and maximum participant engagement. Why? For one thing, planners will have sufficient leeway to query attendees about any preferences they may have and to do their best to take such requests into account. Just as importantly, there will be enough “breathing room” to work effectively with the destination management organization (DMO) on event and activities planning. Another benefit is that adjustments can be made to suit individual groups’ needs, find alternative programming and activities options should initial choices not work out and address any miscellaneous problems.

Noona believes planners should begin shopping for and nailing down the details of pre- and post-meeting activities and events at least six months prior to their meeting. One year in advance of the meeting is even better. Among many pre- and post-meeting options planners might consider include:

Unique team-building or physically challenging activities, like zip lining and indoor sky diving. The Adventure Park at Virginia Beach Aquarium features climbing and zip lining courses and team-building activities can incorporate these facilities.

Tournaments—a golf destination like Virginia Beach, which has more than 198 holes of golf, plus a Top Golf operation.
Tours of everything from museums to art galleries.
Outdoor activities on the beach such as picnics, Olympic style competitions and sand-sculpting instruction.
Dine-arounds at local restaurants.

Work hand-in-hand with DMOs—from the get-go.

Noona strongly advocates bringing DMOs into the pre- and post-meeting activities and events selection and finalization process sooner rather than later.

“Involve your DMOs from the beginning,” she emphasized. “They are your destination experts and have insights into what is intrinsic or special to their city or venues, what is available, what is new and hip and what works best during certain times of the year, as well as the nuances of using various venues.”

Most, if not all, DMOs maintain partnerships with venues and vendors whose menu of pre- and post-meeting leisure activities offerings reflects the uniqueness and/or special attributes of their destination. The VBCVB is no exception. “Our coastal area is well-known for its oysters and eco-tourism vibe and we have a wonderful partner in Pleasure House Oysters,” Noona said. “They will work with small groups, taking them out into the Lynnhaven River to have them experience as much or as little as they wish.

“The owner will take the group in his boat, wading into the water, harvesting oysters right in front of (participants) and explaining how the salinity of the water determines the oysters’ size and taste as well as discussing the importance of the oysters’ existence to the health of the waterways. If the team is game, this vendor will provide waders and guests can have a taste-testing right there in the marshes of the bay or river.”

For best results when working with DMOs, Noona added, planners must treat requests for assistance with pre- and post-meeting events and activities as they would an RFP, sharing specifics about desired outcomes, needs and details of the group. The more “intel” of this type DMOs receive, she said, the better they can match their offerings to groups’ specific requirements and goals for pre- and post-meeting activities and events as a whole.

In one instance, a pre-event activity was created to introduce the city of Virginia Beach and the VBCVB to planners. This activity was intended as a unique means of showcasing the convention center, the first facility of its kind in the U.S. to earn (in 2010) the Leadership in Energy and Environmental Design (LEED) LEED Gold certification for existing buildings from the U.S. Green Energy Council. This certification has since been renewed twice as the venue continues to uphold the high LEED Gold standard. The activity was also meant to be a one-of-a-kind way for participants to meet and interact with other participants whom they did not know. Instead of “marching through a building,” Noona recalled, teams of guests outfitted with aprons, chef’s hats and gloves worked with the convention center’s chef to sculpt candles made from butter and infused with herbs from the facility’s own garden. Lunch—which involved “much dipping of bread into the melting candles,” Noona stated, was served following the LEED Gold-focused tour of the facility.

Have a backup plan.

“Always put a small ‘escape valve’ in place for those who do not wish to engage as enthusiastically (as others) in pre- and post-meeting events and activities,” but still want to get in on the action somehow, Noona advised.

For one conference, the VBCVB team was asked to design a pre-meeting activity where attendees could meet multiple program sponsors and each other “in a fun way,” while simultaneously accommodating anyone who might be reluctant to participate in the primary event. Accordingly, staff organized a “VB Shuffle” competition held at a beachside shuffleboard venue. The main event was a shuffleboard tournament played in teams, with prizes awarded to all teams. Throughout the tournament, a bell rang every 15 minutes to signal guests to move clockwise to another shuffleboard court, meet the sponsors hosting that court and play another round of shuffleboard. Tables and comfortable chairs were provided for those attendees who opted out of playing shuffleboard. However, as an alternative to simply watching the shuffleboard action from the sidelines, guests could participate by playing other games found on the tables, such as Connect 4 and Jenga. Food, beverages and light, upbeat music added to the atmosphere, Noona said.

Solicit attendee feedback after they have returned home.

Asking attendees for their feedback about pre- and post-meeting activities is just as important as getting their opinion on other components of the meeting, like general sessions, breakout sessions and workshops, speakers, hotel accommodations and event venues. The more feedback planners elicit about such activities, the greater the potential for heavy engagement, maximized networking and attendee satisfaction going forward.

Pre- and Post-Meeting Events and Activities in Virginia Beach

When it comes to pre- and post-meeting events and activities, Virginia Beach offers an extensive menu of choices. Here are a few ideas to get planners started.

Eco-friendly team building excursions at First Landing State Park and the Adventure Park at Virginia Beach Aquarium. Choose from among zip lining, seasonal harvest tours, an eco-wildlife safari and a winter wildlife boat trip, to name just some options.

Cycling and hiking. Sand Ridge Trail has 15 hiking and biking trails, ranging from easy to difficult. Other possibilities include—but are not limited to—Pungo Loop Trail, the Virginia Beach Boardwalk and Independence Boulevard Trail.

Kayaking and longboarding on the shores, bays and rivers of the city.
Eclectic tours, such as Naval Station Norfolk (Virginia Beach is home to the largest naval station in the world); Pleasure House Oyster Farm; and the Blue Goose Tram tour of False Cape State Park.
Escape Room Virginia Beach and its unique rooms, like the High Noon Saloon, King Neptune’s Trident, Con Artist and more.
Food tours. Coastal Food Tours offers culinary tours with stops at three to five local restaurants, as well as a customizable Dine Around tour with a multi-course menu from upscale restaurants. Cooking challenges are also available.
Sports activities—from soccer, flag football and basketball to volleyball and more—at the Virginia Beach Field House.

For more information on planning a Virginia Beach event, visit Virginia Beach Convention & Visitors Bureau.