Contributed by Megan Van Dyke, Chief Creative Officer

Recently the Encore team conducted a site visit to New York for one of our clients. Our mission was to canvas the Midtown Manhattan area’s event and hotel locations to uncover the destinations that will help to create a truly unforgettable experience. Our challenge was to make it unique to everyone, whether the attendee had never been to the big city, was a dabbler in New York culture, or was a born and bred New Yorker.

Our main goal was to find a location that would incorporate the touristic aspects of the city into the event while also showcasing the hidden thrills of New York that are not publicized in the newest The New Yorker Magazine.

A few of the locations we visited were a given, but the others were hidden gems and unique spaces that provided some amazing and thought evoking ideas.

Our first option was the MoMA (The Muesuem of Modern Art). After taking just a few steps into the sculpture garden, the Encore team was dreaming of the décor, lighting and linens to complement the breathtaking sculptures and one of a kind atmosphere. It was a location that many people had the opportunity of visiting, but by highlighting certain aspects and decorations, we would be able to really showcase the special attributes the garden offered.

Our second option was one that was more of a hidden gem than the MoMA. The Ziegfeld Theatre is located just steps from the Hilton New York, and is tucked onto beautiful 54th Street. Known mainly for movie premieres, this theater proved to have a quiet ambience as well as the history we were looking to celebrate by being in NYC. Reminiscent of off-Broadway theaters, we had the image of sugarplum fairies dancing around our heads as the inspiration for this location came naturally.

Our final choice in location leaned more towards the unique spaces that New York has to offer. Le Parker Meridian is a hotel filled with awe inspiring spaces, interesting details and really, is just plain fun. As we took in the entire hotel, step after step we were more enchanted with the property. From the old-school styled Sharps Barbershop, specializing in the art of barbering as they did in the 1950’s, to the Dry Bar offering ladies hairstyling, the property has the great amenities we were looking to exhibit throughout our event. A morning latte at Knave and a mid-afternoon burger at the Burger Joint, were only a few of the amazing things we found to entice our client to this property.

What we learned from our excursion to New York City in the hopes of finding the right place for our event, was that no matter what type of event you are looking to host, the perfect location is out there and ready to be filled with the inspiration that we will intertwine with your brands purpose. Every city had unique jaunts that speak to the culture and history of the city, they just need you to tell them where to start.

We could post some photos here, but why don’t you take a gander at our Pinterest board instead?

If you’ve had a chance to watch my bio video, you already know the most rewarding part of what I do as a planner is sourcing world-class incentive trips that attendees remember for their lifetime.  I truly mean that. It makes me realize that everything I put into this job I love so much is worthwhile. So, what do I keep in mind when conceptualizing a trip? Here is a brief snapshot:

• Is the location safe? The safety of my attendees is always my first priority. I’ve had to pass up some unique location ideas because of turmoil in the area. I’ll look at them again when things settle down.
• Keep in mind your audience. Do they like activities? Golf? Shopping? Or as they do in many cases, do they want it all?
• When is the trip? Weather can make all the difference in whether attendees have a great experience.
• Does the location have high quality and likeable cuisine? Will it support your program with enough dining and offsite venue options?
• How will the attendees get there? It is important to keep in mind the travel to trip ratio. It isn’t fair to fly guests too far for too short a trip. Also, is there enough lift to get the attendees to the destination efficiently? If not, how cost effective would it be to add lift?
• And one of my favorites, how can I take the essence and culture of the destination and weave it into the trip to create an amazing experience?

If you can select a location that accomplishes all this and develop an itinerary that strikes a chord with your client, you just might have done it!