5 Tips from a Pro: How to Make Planning Large Events Less Stressful

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Sponsored by Kalahari Resorts and Conventions

Planning large events at large venues can sometimes feel overwhelming, but luckily for planners, big venues like Kalahari Resorts and Conventions are here to help. With expansions, on-site staff and space for both activities and meetings all under one roof, large venues actually make planning easier. We’ve teamed up with the staff at the Kalahari Resort in the Pocono Mountains to get first-hand advice on how to navigate through planning large events.

Tip #1: Mix Up Your Meetings

When planning meetings and events at smaller venues, hotels or convention centers, it’s easy to get stuck in a rut and never see more than the main meeting area and a few breakout rooms. At large resorts, however, there are countless spaces to mix up your routine and explore all the venue has to offer. The Kalahari Resort in the Pocono Mountains is currently undergoing a renovation, which will add 130,000 square feet of meeting and convention space, growing the already impressive number of places to gather. With 36 customizable meeting rooms, two conference centers, and other eclectic options, guests can meet for days without ever entering the same room twice.

Tip #2: Plan Everything Under One Roof

Traffic, thunderstorms, train delays. None of these are a worry for an event entirely planned under one roof. Attendees can transition from a breakfast networking event, to all-day meetings, to happy hour and late-night dancing - all without stepping foot outside. Planners can rest easy knowing they don’t have to worry about the extra cost and stress of organizing shuttle buses or private cars and can go the entire trip without ever glancing at a public transportation map. Weather is never an issue at a venue like the Kalahari Resort; the outside temperature could be below freezing or hot enough to cook an egg on the sidewalk, but attendees are always comfortable.

Tip #3: Work with the Onsite Staff

Not knowing the spaces of a large venue first-hand can seem stressful so it’s important to work with the onsite staff. Kalahari Resorts and Conventions, as well as many similar venues, have an experienced team to help with every meeting and event planner’s needs. Each planner will have a specific point person dedicated to helping with every aspect of the event from transportation to and from the venue, to accommodating dietary restrictions, to A/V issues. When organizing an event at a new venue, planners might not discover all the resources and spaces available to them on their own – that’s why working with the onsite staff is so important.

Tip #4: Bring the Family

When groups book meetings at a Kalahari Resort and Conventions property, attendance increases by 20 percent. Why? Resort venues offer such a variety of amenities and family-friendly options, everyone wants to come along. The Poconos location features 220,000 square feet of iconic waterpark fun making it America’s largest indoor water park. There’s also an arcade for the kids complete with mini-bowling and blacklight mini-golf. For the spouses looking to relax, Spa Kalahari and Salon offers body treatments, massages, skin and nail care and two complimentary fitness centers are available to stay fit. Fun for the whole family is available at The Arena, a free-roaming, open air, virtual reality experience. Up to six participants are transported into a digital realm where they take on a new identity and play with their body as the controller.

Tip #5: Explore the Venue

At venues like the Kalahari Resorts and Conventions, the day doesn’t have to end when the meetings do. On one property alone there are up to eight dining establishments, with at least four offering full-service dining that can be rented out for groups or enjoyed individually. The Kalahari Resort in the Poconos offers fine meets and seafood at Double Cut, pizza and pasta at Sortino’s Italian Kitchen, modern American fare at Brandberg Restaurant and classic salads and sandwiches at Ivory Coast Restaurant. Want to relax by the pool instead of sitting through a full, formal dinner? Cabanas can be rented and are equipped with a refrigerator, TV, security safe, furniture and feature food & beverage delivery service. For those looking to boost their adrenaline at the end of the day, there’s Gorilla Grove Treetop Adventures. A ropes course and zip lines are located in the trees surrounding the resort giving guests the opportunity to explore challenging physical activities all while staying on location.

Sponsored by Kalahari Resorts and Conventions

From trade shows, exhibitions, conventions, conferences, to faith-based retreats and other gatherings, our venues are the ideal location. Not to mention, with our dedicated teams, enviable amenities and conveniently located properties, your meeting or event is sure to leave a beyond-expectations, lasting impression. Why choose Kalahari? From versatile meeting space to stunning accommodations, it’s all here under one roof. We ensure picture-perfect stays, meetings and experiences.