20 Tips to Plan Your Event at Hyatt

Whether you have a large group event or a small, intimate meeting you’re arranging, the World of Hyatt offers a lot of possibilities. Here are a few tips to get you thinking about them.

Hyatt hosts all types of events at its properties around the globe. The World of Hyatt includes a number of hotel brands, including it’s Park Hyatt, Grand Hyatt, Hyatt Regency, Andaz, Hyatt Centric, Hyatt Place, Hyatt House, Hyatt Ziva, Hyatt Zilara and properties as part of The Unbound Collection by Hyatt. If you’re planning an event at one of the Hyatt properties, here’s what you need to know:

  1. It Could Be Worth Your While

Hyatt has a World of Hyatt loyalty program program where planners can receive special benefits for booking groups, such as free nights, dining rewards, spa treatments, room upgrades, and credits for future meetings. If you book events at Hyatt, it may benefit you to enroll.

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  1. Be Generous

If you do sign up for the above program, you can split the points as many as three ways, to reward your team members for their help in planning. You can also create company memberships if you would prefer the points to be in the name of a company instead of an individual.

  1. Viva Las Vegas

World of Hyatt has a reciprocal agreement with MGM Resorts and their M Life Rewards. This means you can receive Hyatt Rewards at Aria, MGM Grand, Bellagio, and Vdara.

  1. RFP Guarantee

Hyatt Properties guarantees a price quote on your RFP within two business days. They also have an online RFP tool to make the planning process easier.

  1. Group Billing Ease of Access

Hyatt meetings and events can be set up to use their group billing feature. This allows for near real-time views on costs and it flags any invoice from the previous day that comes out with more than a 10% variance on it.

  1. Dedicated Planners

Once an event is scheduled, you will have a dedicated event planner assigned to you. S/he can help you with all points of planning but also is there to ensure hotel team members deliver on their promises, such as assisting with technology, as well as food and beverage. They will also help you with your room block.

  1. Add the Extras

Your dedicated meeting planner can also help you arrange add-ons like relaxation or team-building activities.

  1. Events at the Andaz Offer Some Unusual Options

Andaz properties offer fluid layouts and unexpected features, like show kitchens. These informal formats encourage engagement and conversation.

  1. Hyatt House Offers Suites and Extended Stay Options

If you have a unique small meeting event, Hyatt House may provide that extended-stay, homey atmosphere you’re looking for. The all-suite hotel offers functional kitchenettes and a daily breakfast bar including a make-your-own omelet station.

  1. Use Worldwide Sales Directors to Help with Planning

If you have multiple event needs throughout the world, Hyatt has the capacity to bring it all together for you with its worldwide network of sales directors. It’s easy to duplicate events (because your preferences are shared across venues) with a plugged-in network. If your requirements change, those will be shared across the entire network as well so you’re only telling one person, not several.

  1. Review Your Bill Daily, Not at the End

Hyatt makes it possible to review your bill daily so there are no surprises at the end. If you have a question about something you see you can consult your Hyatt meeting planner.

  1. Attend a Site Visit

Hyatt suggest site visits whenever possible but if they don’t fit into your timeframe, a Hyatt employee can take a quick video of the space for you so you can experience it virtually.

  1. Express Your Dietary Needs

Hyatt is well-suited to handle most special dietary needs including allergies, medical restrictions, religious requirements, and others.

  1. Don’t Forget Your Meeting Collaterals

Hyatt can provide things like wireless printers and paper shredders so you needn’t worry about tracking them down once you get on-site.

  1. Use Outdoor Spaces

Many Hyatt properties are large. Your coordinator can help you find outdoor spaces for attendee breaks and relaxation. Make full use of the grounds as many of them are beautifully landscaped. Ask about it if it’s not mentioned.

  1. Create an Activity Option

The hotel staff can help you coordinate optional resort activities or you can work with them to put together some suggestions offsite based on the amount of time your attendees have in the area.

  1. Gain Insights into Rooms

Hyatt’s reservation system is easy to use and can help you gain information quickly, like who’s booked the conference but not a room. Their web-based solution gives meeting planners the ability to book, change, and cancel room reservations in the block with 24-hour access. Planners can also upload a list of attendees and quickly book them all rooms.

  1. Use Automatic Reporting

As the event grows closer, event planners can take advantage of Hyatt’s automated space/lodging reports. Set the desired delivery preferences and you’ll receive the reports when you want them (a week out, two days out, etc.) without having to remember to ask.

  1. Use the Integrated Reservations

The Hyatt room reservation system can be integrated into your meeting/event registration system. This allows attendees who have filled out information to attend your event to secure a room easily since their event information pre populates their room reservation. No more entering things multiple times, creating a much more enjoyable registration process.

  1. Indulge in the Personal Preference Menu

With Hyatt’s Personal Preference Menu, the event planner selects the appetizer, soup, salad, and dessert in advance but the entree is left up to the guest to choose on the day of the event. This allows them to indulge themselves in what they’re in the mood for that day, not two months ago when they registered for the event. All the entrees are cooked to order providing the freshest of tastes possible. Hyatt’s approach is to make thoughtfully sourced and seasonal foods available at all of its properties.

In Conclusion

Hyatt has some spectacular properties in nearly every corner of the world. Many of their resorts have onsite exercise facilities, luxurious grounds, and sizeable conference rooms. They’re able to provide for your attendees in every aspect of work and play. If you’re planning an event at one of the Hyatt properties you need to understand all of the options available to you. Your dedicated event planner and these tips will help.

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Julius Solaris
Editor, Julius Solaris

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