Seamless Scholar's Retreat Planning: A Case Study by Meeting Logistics
Client: A non-profit foundation
Event: Annual Scholar’s Retreat
Duration: 4 days, 3 nights
Date: Late June 2024
Location: The Otesaga Resort, Cooperstown, NY
Attendees: 60 educators and researchers from prestigious collegial institutions
Introduction:
Over the past year Meeting Logistics engaged with a non-profit foundation to provide logistical expertise as a new vendor for their annual Scholar’s Retreat. This 4-day, 3-night program, executed in late June of 2024 at The Otesaga Resort in Cooperstown, NY was attended by a diverse group of 60 educators and researchers from some of our country’s most prestigious collegial institutions. For their 42nd annual meeting, the client sought a fresh perspective in the planning process to ensure a seamless experience for the foundation stakeholders and yearly attendees.
Destination and Venue Selection:
The Scholar’s Retreat required a location that facilitated educational and networking opportunities in a unique setting. Considering the foundation’s tax-exempt status in New York state, we secured The Otesaga Resort. This property not only met the meeting facilities and function space requirements but also attracted attendees with its recreational options, making it an ideal summer retreat location.
Custom Communications and Materials:
We collaborated closely with the client to develop custom communications and an efficient method for collecting attendee information. Each attendee provided detailed bios and overviews of their current research, which we compiled into a custom website and a 100-page “Retreat Book.” These resources introduced the retreat and helped attendees prepare. Meeting Logistics managed this process meticulously, ensuring timelines were met and allowing for in-depth review and approval of meeting materials.
Event Highlights:
Leisure Activities:
• We contracted the National Baseball Hall of Fame for a private presentation and tour.
• Attendees enjoyed a spirited history of the museum, unique sport stories, and an “Artifact Spotlight” featuring specialty items not on display.
Final Evening Dinner:
- Outdoor dinner by the lake to enjoy the natural beauty.
- Custom menu featuring specialty cocktails from local distilleries, a fresh seafood raw bar, and delectable barbeque items.
Services Provided:
- Destination, Venue Sourcing and Contract Management
- Project Management
- Communications & Specialty Meeting Materials
- Creative and Graphic Design
- Function Space Allocation and Floor Plans
- Group Resume, Banquet Management and Menu Planning
- Audio Visual
- Rooming List Management
- Round Trip Airport Ground Transportation
- Activity and Special Event Management
- Expense Reimbursement
- Financial Management, Budget Oversight and Reconciliation
Outcome: Awarded a program that had been successfully executed for 41 years prior, Meeting Logistics took on the responsibility of understanding the project scope, the client's specific needs, and guiding the client through logistical challenges and decisions. The result was a well-received meeting, appreciated by the foundation attendees and their invited guests, who could focus on their core objectives thanks to the services provided by Meeting Logistics.
Future Plans: We look forward to planning the 2025 Scholar’s Retreat!