Having a few extra sets of hands on deck, more creative brains to tap for ideas, and enough people to link all sorts of moving pieces is like striking gold for meeting and event planners. Especially in a day and age where the expectations of attendees and bosses are higher than ever. But if those extra bodies are not there from the get-go, what’s a planner to do?
Instead of losing sleep, drinking multiple cups of java, and having a wall full of Post-it note reminders, many planners are pursuing a one-stop-shop approach to maximize their time and seek expert local guidance. “In this era of AI-powered efficiency, meeting planners are under immense pressure to accomplish more in less time,” says Justin Ball, president and founder of Bespoke, a Denver-based global experiential event-marketing company. “Bespoke’s full-service capabilities allow planners to focus on their attendees and in-house needs, while we handle the logistics.”
To find out more about the options, Colorado Meetings + Events also reached out to a destination management company (DMC), two longtime Colorado catering companies that have expanded their services, and two destination marketing organizations that offer comprehensive assistance to planners and groups. There also are top-notch resorts and ranches sprinkled across the state, such as Gateway Canyons Resort & Spa, The Broadmoor and Garden of the Gods Resort & Club in Colorado Springs, and Devil’s Thumb Ranch Resort & Spa in Tabernash, which can provide lodging, meeting and event space, food and beverage, spa treatments, and activities all in one place.
“Our talented team includes event services managers to assist with the planning, banquet crews for setup and event execution, and culinary professionals dedicated to preparing food for groups of all sizes,” confirms Thad Carlson, senior director of sales for Devil’s Thumb Ranch Resort & Spa. “Planners oftentimes prefer a one-stop shop for their events because it’s more efficient and leads to fewer breakdowns in communication. Also, not every company has a team of event planners. Many times, events are planned by just one person, and they can lean on the resources of the ranch to ensure a successful experience for their attendees.”
Connecting the Dots
“As Peter Drucker famously said, ‘Do what you do best and outsource the rest,’” Ball emphasizes. “Bespoke embodies this philosophy, becoming the trusted partner that allows planners to excel at their core competencies. From high-profile corporate meetings and events to industry-leading incentives and conferences, Bespoke scales to meet the diverse needs of our clients, becoming a seamless extension of their team during times of peak event demand.”
For example, Bespoke served as a one-stop shop for a prestigious local membership organization that hosted an event in Aspen. The Bespoke team not only sourced a luxury venue and developed a dynamic podcast that provided insights on the geography and history of the driving route to Aspen, but they also coordinated a four-course gondola dinner experience.
“Bespoke’s unparalleled expertise shone through in the seamless integration of every element,” Ball says. “From the innovative collaboration with The Little Nell’s acclaimed culinary team to curate the gondola dinner and expert wine pairings to the custom Colorado soundtrack set against the backdrop of an Aspen Mountain sunset, the gondola dining experience became a sensory journey and truly unforgettable experience for attendees.”
The company’s in-house experts also help with social media, registration, graphics, transportation, and other checklist endeavors to bring a level of integration and polish that elevates the entire event-planning experience.
When organizing a three-day meeting planner familiarization trip (FAM) held
July 31-Aug. 2 in Denver, the team at Sheraton Denver Downtown Hotel tapped its on-site partner CSI DMC, a destination management company based in Falls Church, Virginia, that operates out of 14 core offices across the U.S. An outdoorsy “Camp Sheraton” theme ran throughout the program, from the welcome gift of a campfire scene made of chocolate to a hospitality room stocked with food, beverages, and backpacks that could be filled with water bottles, hiking socks, protein bars, sports drink powders, and more.
The event kicked off with a welcome reception featuring camp-style foods, craft
beers served from a canoe, and a rafting photo booth in the Parlur venue before attendees boarded pedicabs to a concert at Ball Arena. Post-concert cocktails were served in the Sheraton’s Bezel bar. The following day, attendees could preselect activities that included a cooking class and brewery tour in Lower Downtown, relaxing spa treatments, and a scenic Jeep tour. The second evening of the trip featured a gourmet glamping (luxury camping) experience with dinner and wine pairings in Parlur.
“CSI DMC collaborated closely with the Sheraton Denver Downtown to deliver a memorable FAM visit, handling everything from vendor sourcing to event logistics,” says Jordyn Wilmer, senior account executive for CSI DMC. “As the in-house DMC, our extensive knowledge of on-site protocols and back-of-house operations ensured a smooth execution. For off-site events, we used our local expertise in order to select the best venues and activities, offering guests a comprehensive and enriching destination experience.”
Wilmer notes a highlight of the visit was the transformation of the hotel’s Parlur event space into an elevated, memorable dinner experience. “We created an intimate atmosphere that transported guests to a serene Colorado forest,” she explains. “The space was beautifully decorated with greenery-lined draping, lush outdoor foliage, elegant lanterns, and exquisitely designed dinner tablescapes. The music and ambience complemented the setting, providing guests with a truly immersive experience.”
At its handy location in Sheraton Denver Downtown, CSI DMC assists all the way from the initial planning stages—including site visits—to the execution of events. “We are committed to supporting the hotel and ensuring that clients have the best experience during their stay in Denver,” Wilmer notes. “Our many services encompass everything from on-site decor and entertainment to venue sourcing, event planning, dine-arounds, transportation coordination, team-building activities, on-site staffing, and corporate social responsibility initiatives.”
Beyond Catering
Denver-based Catering by Design has been in business for more than 25 years, resulting in an extensive network of partners throughout the state of Colorado and an enterprise that has grown to also include design services, rental decor, custom florals, graphic design, and fabrication. It also has an office in Gypsum to serve the Aspen and Vail areas and beyond.
“We are known throughout the industry for our beautiful food displays and creative catering solutions,” says Catering by Design’s Creative and Marketing Director Allie Piazza. “We knew there was a need within our market to provide more of these options to our clients without adding more to their plates. We have been slowly increasing our capabilities over the last few years to enhance offerings and provide comprehensive solutions.” And planners—especially when planning from out of state—have embraced the concept to streamline their process and reduce the stress of managing multiple vendors.
Epicurean Hospitality Group, based in Centennial, began as a family-owned operation and has grown into a food service and hospitality company over the past 43 years. Epicurean specializes in off-premise sports, social, and venue management as well as catering and restaurant concepts. Its destination management division, E5 Events, was created as the demand for a one-stop-shop approach arose from many clients.
“Almost five years before the COVID-19 pandemic, we were getting clients from the catering side asking if would do everything for a meeting or event, and lots of times we were already doing that anyway,” says Larry DiPasquale, chair and founder of Epicurean Hospitality Group. “We can combine all of our services under one business, adding to the customer experience and relationship, which has been a tremendous success for us.”
For example, a wealth-management firm took advantage of several services under the Epicurean umbrella for one client-appreciation gathering. “They had never done an event like this before and needed catering, decor, and event management,” says Wesley Guzman, vice president for E5 Events. “E5 planned an amazing first-time customer event at Wings Over the Rockies at the Centennial Airport to great success. We are already planning next year’s event.”
Guzman says E5 also planned a successful series of memorable events for financial technology company TIFIN, which has an office in Boulder. “E5 coordinated a cowboy hat-making experience and an elegant dinner for the company’s executives,” he says. “Planners always comment how easy it is to work with just one firm to plan catering, decor, transportation, and overall event management. And this is exactly why we have branched out.”
Guzman adds, “Today’s corporate planners are hosting events in many destinations at once, so they need easy, one-stop planning assistance and expertise as they juggle multiple projects. We have heard many times that they love being in Denver and working with E5 because they don’t have it as easy in other cities.”
Local Experts
Destination marketing organizations (DMOs) also help planners link everything together so they do not have to spend hours searching for information.“Our destination services team streamlines the planning process by offering local expertise, venue selection, site visits, and coordination of accommodations and transportation,” says Heather Savoca, director of destination services at Visit Aurora. “With our extensive network and dedication, Visit Aurora saves valuable time and ensures a seamless meeting and convention experience.”
In addition, the DMO provides access to digital resources, brochures, video, and photos to support conference marketing and attendance-building efforts. Visit Aurora also offers social media assistance for conference promotion and can create a microsite to provide attendees with ideas for Aurora-based activities, dining options, and more. Along these same lines, a staffed information desk with visitor guides, maps, and other destination-
related promotional materials can be arranged for conference arrival day, and registration staffing assistance can be provided if certain requirements are met.
“Our commitment to excellence and local insights makes us an invaluable partner when coming to Aurora,” says Savoca, who worked for Denver-based DMCs for 14 years and as an event planner for Tennyson Center for Children in Denver before joining Visit Aurora.
Visit Denver’s destination services team is available to support meetings and events of all sizes and offers a similar menu of options. “Our team also serves as a liaison to the Denver community, helping to link planners with hotels, government offices, city agencies, and our hospitality community,” says Visit Denver Director of Destination Services and Events Vikki Valencia Kelly, CMP. “We support an organized planning experience and help your event run smoothly.”
Whether a group is planning a corporate meeting, conference, or incentive trip, DMOs have the knowledge and connections to support diverse needs. Kelly says, “Destination marketing organizations are extremely knowledgeable about a city and can help answer any questions you might have about planning a meeting or event. They have firsthand experience with hotels, transportation companies, venues, plus more, and serve as a trustworthy destination liaison.”
bespokeconnects.com
broadmoor.com
cateringbd.com
csi-dmc.com
denver.org
devilsthumbranch.com
epicureangroupco.com
gardenofthegodsresort.com
gatewaycanyons.com
marriott.com
visitaurora.com
