Rachel McNair has seen a growing emphasis on personalization and guest experience with her events

"Venues and resorts now offer unique URL booking links for each group attending an event, which simplifies the management of room reservations and payments," says McNair, owner and director of corporate event solutions for Your Travel Stories.

This feature was a game changer for a recent event she planned in the Florida Keys for a Florida-based insurance company.

"This allowed us to manage a group block with individual payments, relieving stress over attrition and ensuring a streamlined process for both the company and its attendees," McNair says.

The Florida Keys were selected as host destination because the company owner fell in love with Isla Bella Beach Resort on a previous trip, according to McNair.

"The Florida Keys Tourism Board is exceptional in their support, fostering a welcoming and vibrant atmosphere for corporate events and leisure alike," she says. "Their promotional efforts and resources played a significant role in making this destination even more attractive for our event."

OFFERING AN ENGAGING EXPERIENCE

The insurance group meeting, held over the course of a few days, included several sponsored activities designed to foster collaboration and networking.

"These included engaging team-building exercises, specialized group discussions and dynamic networking events," McNair says. "The schedule blended formal and informal activities that allowed approximately 45 attendees to connect in both professional and relaxed settings, creating an ideal environment for knowledge exchange and relationship building."

This event featured an approach tailored for the audience, with customized sponsorship opportunities that resonated with insurance industry leaders in attendance.

"Additionally, I created a dedicated landing page and carefully crafted sponsorship packages to appeal to potential sponsors," McNair says. "This customization not only elevated the event but also ensured sponsors’ needs were met while offering an engaging experience for attendees."

The in-person format of the event allowed for deeper discussions on emerging trends in the Florida insurance market, helping to create "unparalleled opportunities" for meaningful face-to-face interactions that digital platforms simply can’t replicate.

"It also fostered personal connections, which are critical for successful collaborations and partnerships in the corporate world," McNair says. "It was clear that attendees valued the chance to engage in person."

An insurance company recently selected the Florida Keys as host destination for its event because the company owner fell in love with Isla Bella Beach Resort on a previous trip.

A FLAWLESS EXECUTION

Planning such an event is always a complex endeavor, especially when managing multiple moving parts and ensuring smooth communication, according to McNair.

"A key challenge during the event involved coordinating logistics, and at times there were small hurdles that came with managing the details," she says. "However, through proactive communication and careful planning, we were able to ensure a smooth and successful outcome."

A particularly memorable moment for McNair occurred during a pre-conference meeting with the Isla Bella team.

"We met the key individuals responsible for the week’s events, and the personal touch—such as the custom welcome folders, complete with detailed banquet event order (BEO) information and the delicious treats prepared by the resort’s head chef—left a lasting impression on everyone," she says. "These thoughtful details truly set the tone for the event and showed our commitment to a seamless and memorable experience."

The success of the insurance event is best measured by attendee feedback and overall client satisfaction, which in this case was overwhelmingly positive, according to McNair.

"Attendees appreciated the luxurious-yet-relaxed atmosphere and enjoyed ample networking opportunities in such an inspiring setting," she says. "The smooth execution and high level of satisfaction from both attendees and our client were clear indicators that the event was a success."

WHAT’S NEW IN THE SUNSHINE STATE

Florida Encounter, VISIT FLORIDA’s signature event for the state’s meeting and event industry, is an essential platform for demonstrating the diversity of Florida’s meetings and conventions landscape, according to Craig Thomas, the company’s interim president and CEO.

The 2025 iteration of the event, held at the World Equestrian Center - Ocala, was an outstanding success thanks in large part to the host venue and incredible support from the Ocala/Marion County Visitors Bureau, Thomas says.

"The World Equestrian Center is a new addition to Florida’s meeting industry," he says. "While it is renowned as a world-class, state-of-the-art equestrian facility and competition complex, it also offers exceptional meeting and event spaces that rival top venues across the country. It also showcased the growing appeal of Ocala as a meetings destination—an area that might not be top of mind for planners but delivers a unique and high-quality event experience. We were able to introduce planners to a fresh and unexpected side of the state, reinforcing that Florida isn’t just about beaches and theme parks—it’s also home to world-class venues in emerging destinations."

Understanding that weather-related uncertainty can be a concern for meeting planners, VISIT FLORIDA developed a free program that provides reimbursement of certain costs if a meeting or event in the state is canceled due to a named hurricane during the Atlantic Hurricane Season.

"By offering this coverage at no cost, VISIT FLORIDA is giving planners and organizations added confidence when booking events in Florida," Thomas says. "The Cover Your Event program reinforces our commitment to ensuring planners feel secure when choosing our state. With this added protection, organizations can focus on creating successful events, knowing they have a financial safety net in the unlikely event of a hurricane-related cancellation."

Thomas says the ongoing expansion of convention facilities across Florida is elevating the meetings experience, with facilities in Fort Lauderdale/Broward County, Bradenton and Orange County all renovating and expanding with flexible meeting spaces, state-of-the-art technology and sustainability features.

"Beyond convention centers, Florida’s hotel sector is booming, with 312,000 square feet of meeting space currently under construction across 18 new hotels as of January," he says. "Some key properties include the Omni Fort Lauderdale adjacent to the Greater Fort Lauderdale/Broward Convention Center and the Opal Sol Clearwater, bringing over 57,000 square feet of luxury meeting space to Florida’s Gulf Coast."

Florida’s transportation network is growing with more direct flights from major domestic and international markets; Brightline’s high-speed rail service that now connects Miami, Orlando, and beyond; and more pre- and post-cruise event opportunities.