How MTG Delivered a Flawless Retreat in Utah

Project

Meeting Logistics delivered a seamless Scholar Retreat experience for a New York-based nonprofit organization hosting its 43rd annual Scholars Retreat. The client required full-service support including venue research, site selection, destination activity planning, complex material development, and contingency planning for last-minute changes—all while reflecting the retreat’s theme of “Rest, Reflect, Resist.”

Objective

To identify, contract, and execute a 4-day, 3-night, destination retreat that reflected the mission and values of the nonprofit foundation supporting research to improve the lives of young people—delivering a meaningful, productive, and enjoyable experience for 75 top educators and researchers.

• Venue Research & Contracting: Extensive search and favorable contract negotiation.

• Custom Activity Planning: Curated agenda reinforcing the retreat’s theme, including a guided nature hike and a movement class.

• Retreat Materials: Collaborated with the client and each attendee to collect vital documentation such as session descriptions, workshop and consultation assignments, and participant biographies. Professionally designed 100+ page printed Retreat Book and digital meeting website.

• Special Event Execution: Private tour of Ski Museum, interactive exhibits, group dinner with live entertainment, and a freestyle skier demonstration at Utah Olympic Park.

• Agenda Flexibility: Quick adaptation to last-minute schedule changes, sourcing alternate venues and reimagining the off-site event.

What Worked

Comprehensive Venue Sourcing and Contracting: Hyatt Centric Park City exceeded expectations—earning high marks from attendees for ambiance, amenities, and location.

Tailored Activities: Offered curated experiences that aligned with the retreat theme and encouraged connection beyond traditional sessions.

Custom Materials & Enhanced Communications: Retreat Book and attendee website provided clarity, ease of access, and enhanced the overall guest experience.

Seamless Problem Solving: Last minute schedule changes by sourcing alternative venues and reimagining the off-site event—preserving program continuity and guest satisfaction.

Lasting Impressions: Destination-rich programming - Utah Olympic Park experience left a memorable impact!

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