How to Choose and Arrange a Resort Meeting Venue | Recommended Venues Included!

"Our usual meetings have become mere formalities." "We want to strengthen collaboration between departments."

Resort meetings are attracting attention from companies facing such challenges.

A resort meeting is a type of offsite meeting held in a natural, tranquil setting. A key feature is that being in an environment away from daily work fosters more flexible thinking and strengthens team relationships.

This article focuses on "choosing a location" and "the booking process" for a successful resort meeting, providing a clear and easy-to-understand explanation.

This guide is designed to be practical and easy to follow, even for those who are in charge of a project for the first time.

What is a resort meeting?

A resort meeting is an off-site meeting held in an environment different from everyday life, such as a hot spring resort, beach, or highland resort. By encouraging participants to feel more psychologically open, deeper dialogues and more flexible thinking become more likely than usual.

In recent years, these meetings have been held for a variety of purposes, including executive retreats, cross-departmental new business planning, and team building, and their value has been recognized as being different from that of a simple external meeting.

Combined with the natural environment and activities unique to resort areas, this approach not only improves meeting outcomes but also increases participant satisfaction and engagement, leading to its adoption by companies ranging from small and medium-sized enterprises to large corporations.

What is a resort meeting? A thorough explanation of its purpose, effects, and secrets to success.

Why is holding the event in a resort area effective?

The effectiveness of a resort meeting depends greatly on its location. By placing themselves in an unfamiliar environment, participants' brains are refreshed, and their creativity is more likely to increase. Because that's how it is.

For example, opinions and ideas that wouldn't normally come up in a typical Meeting Rooms can naturally emerge in a place surrounded by a forest or the sea. This is said to be because the brain becomes more active as the five senses are stimulated.

Furthermore, in an environment that is somewhat removed from the realities of work, dialogue that transcends titles and positions is more likely to occur, leading to improved communication within the organization. These factors strengthen team cohesion and contribute to behavioral changes after meetings.

What are suitable venues for resort meetings?

Here, let's summarize the characteristics of locations that are suitable for resort meetings.

A place in an open resort environment

Locations surrounded by nature, such as mountains, the sea, and lakes, are effective in liberating participants' minds and stimulating creative thinking.

Being in contact with nature helps to alleviate tension and fosters different perspectives and flexible thinking, making it an ideal environment for strategic dialogue and the generation of new ideas.

A place with a sense of privacy

In venues that offer private rentals or dedicated meeting floors for companies, you can have frank discussions without worrying about being overheard.

Meetings that prioritize focused discussion and decision-making require spaces like these that can block out external noise and interference.

Places where activities and experiences can be introduced

Facilities that incorporate activities such as horseback riding, yoga, and nature walks into their programs can naturally bring participants closer together, sometimes revealing aspects of their personalities that wouldn't be apparent in meetings.

These "shared experiences" can serve as a catalyst for deepening team unity and trust.

A place equipped with the necessary facilities for a meeting.

Even in a beautiful natural environment, a lack of basic facilities such as Wi-Fi, projectors, and whiteboards can significantly degrade the quality of meetings.

Having an unconventional location while also possessing the necessary facilities to support the foundation of your business is essential for creating an environment that leads to results.

High-quality accommodations with excellent food and lodging.

For meetings involving long stays or overnight accommodations, elements that nourish both body and mind are also important. Providing meals using local ingredients and comfortable lodging allows participants to relax and have a productive time.

A pleasant stay can lead to more active discussions and positive actions the following day.

Recommended Resort Meeting Venues Based on Your Purpose

Choosing the right venue for your resort meeting is crucial for its success. Here, we'll introduce the characteristics of resort venues suitable for different purposes.

A venue suitable for management strategy meetings and retreats.

For executives who want to engage in in-depth discussions in a calm environment, facilities that ensure tranquility and privacy are ideal. Choosing a location surrounded by nature or a venue that can be rented out exclusively will make it easier to maintain focus.

venue for team building

For situations where you want to deepen relationships among team members and generate innovative ideas, facilities that offer team-building activities that emphasize openness and experiential learning are recommended. Venues with natural activities or outdoor spaces will foster a deeper sense of unity.

Click here for information on "Team Building" held at SEAGAIA Miyazaki.

What is team-building training? A thorough explanation from its purpose and effects to specific examples.

A venue recommended for short-term meetings that also serve as a refreshment opportunity.

If you want to create a good rhythm of meetings and rest over a one-night, two-day trip, a hotel-style resort venue with relaxation facilities such as hot springs and lounges is ideal.

A venue suitable for meetings with overseas guests and international teams.

The hotel should be easily accessible from the airport, and its facilities and services should meet global standards. Facilities with multilingual support and concierge services are also desirable.

Five key points to consider when choosing a resort meeting venue.

To find a resort venue that suits your purpose, it's important to compare and consider options from the following five perspectives.

1. Accessibility and ease of movement

The key is finding a balance between a sense of escape from the ordinary and accessibility. Check factors such as travel time from urban areas, the availability of public transportation, and convenience from airports and bullet train stations.

Convenient access! SEAGAIA Miyazaki is the MICE venue you can reach directly from the airport.

2. Quietness and privacy of the space

Prioritize factors that influence the ease of conversation, such as designing traffic flow to avoid intersections with other groups and considering the possibility of exclusive use of the venue. Especially in executive meetings, the absence of external noise directly impacts productivity.

3. Flexibility in venue layout and equipment

In addition to equipment such as projectors and sound systems, check the flexibility of the layout, as well as the availability of power and Wi-Fi. For workshops, the mobility of the desks is also important.

4. Availability of a refreshment space

One of the unique features of a resort is, Are there "rooms" for things like hot springs, spas, and activities? This also serves as a criterion for judgment. It functions as a place to organize one's thoughts.

5. Track Record and Support System

If you choose a facility with a proven track record of corporate training and meetings, you can rest assured that they will have experienced staff who are familiar with conducting such events. Checking past event examples is also a good idea.

Practical steps for venue arrangement and reservation

The success of a resort meeting depends on a smooth planning stage and accurate venue arrangements. Here, we will introduce practical steps for making arrangements and reservations in chronological order.

Coordinating potential dates and compiling a list of venues (3-6 months prior)

First, we'll list several possible dates within the company. Many resort facilities become difficult to book during peak tourist seasons and events, so early scheduling is key.

In addition, list potential venues based on your budget and the purpose of the event, and compare their availability, facilities, and accessibility.

Provisional booking and quote request (2-5 months in advance)

Once you've narrowed down your choices, check their availability and request a provisional booking. At the same time, request a quote that includes venue rental fees, equipment, accommodation, meals, activities, and more.

Since the provisional reservation period is short for some facilities, it is also necessary to be mindful of the speed of internal approvals.

On-site inspection and preliminary visit (1-4 months prior)

If possible, conduct an on-site visit. Many aspects of resort facilities cannot be understood from photos or brochures, so experiencing the flow of movement, the atmosphere, the view from the venue, and the tranquility of the surrounding area will make it easier to anticipate what the day will be like.

Recently, more and more facilities are offering online viewings, so even if you live far away, your options have expanded.

Formal contract signing and internal notification (1-3 months prior)

Based on the site visit, we will make the final decision on the facility and sign a formal contract. Once the contract has been submitted and the application fee has been paid, we will share the official schedule with our colleagues.

From this stage onwards, it's a good idea to gradually start out with things like providing instructions on what to bring to the office and confirming transportation options.

Progress plan and option adjustments (1 month prior to the event)

We finalize the details, such as the day's schedule, venue layout, equipment arrangements, and whether or not there will be any activities. If it's an overnight event, it's best to finalize room assignments, meal preferences, and allergy accommodations at this time as well.

Since the trip involves travel to a resort area, the ability to handle bad weather and to make flexible adjustments, including having backup plans, will be crucial.

For resort meetings, we recommend PHOENIX SEAGAIA RESORT.

One resort that is attracting particular attention as a venue for the resort meeting is "PHOENIX SEAGAIA RESORT" in Miyazaki Prefecture.

With its magnificent location overlooking the Pacific Ocean and its comprehensive resort offering meetings, accommodations, dining, and activities, this property is highly regarded by companies seeking both an extraordinary experience and productive meetings.

Why SEAGAIA was chosen for the resort meeting

An "all-in-one" space where meetings, accommodations, and experiences are all integrated.

PHOENIX SEAGAIA RESORT in Miyazaki, Kyushu, is an "all-in-one" resort facility with a wide variety of Meeting Rooms, comfortable accommodations, restaurants, hot springs, and activity facilities spread across its vast grounds.

For example, it's possible to create a seamless schedule where a strategy meeting is held in the morning, team activities are experienced in the afternoon, and camaraderie is fostered while relaxing in a hot spring in the evening. This eliminates the stress of travel for participants and allows them to naturally strike a balance between focus and relaxation.

The characteristics of such integrated resorts not only improve the quality of meetings but also lead to increased participant satisfaction and a sense of belonging.

Building a sense of unity through shared team experiences

At SEAGAIA, it's possible to have a "shared experience" that goes beyond the confines of Meeting Rooms.

For example, spending time in nature, such as taking a morning stroll through a pine forest to the sea, or chatting around a bonfire at dusk, opens participants' hearts and fosters deeper communication that transcends the boundaries of positions and departments.

These moments transform dialogue into something more meaningful, evolving it from mere information exchange into a relationship where genuine feelings are shared.

As a result, it often leads to positive outcomes such as "opinions that weren't brought up in the meeting came out during the meal" and "decision-making became faster because we understood each other's values."

Flexible planning support system by dedicated staff

At SEAGAIA, a dedicated corporate representative will be there to support you throughout the process, ensuring that even those unfamiliar with off-site or resort meetings can proceed with confidence.

Even abstract requests like "I just want to change the atmosphere in the office" or "I want to have in-depth discussions about things we don't usually talk about" are welcome. After listening to your objectives and challenges, they will propose the most suitable venue, accommodation plan, and experience menu.

If you're looking to envision your team's future in a different setting, then we encourage you to visit PHOENIX SEAGAIA RESORT.

For inquiries about PHOENIX SEAGAIA RESORT please click here >>
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