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In Person? Virtual? Or a Hybrid? How to Plan Your Meeting or Conference

With a loosening of travel and gathering size restrictions across the United States, a lot of teams, associations and corporate groups are ready to meet. But, they’re not always certain of how to meet safely and where they should host the meeting.

Our veteran Beaver Run team has the experience to help you navigate these uncertain times and achieve your goals to gather your team either remotely (with your  AV/tech basecamp at Beaver Run), in person or a hybrid option.

Here’s our updated checklist of how to plan a meeting in 2021, 2022 and beyond, along with some tips and considerations so you can host a successful and safe meeting:

MEETING CHECKLIST

3 months – 3 years AHEAD:

  • Determine goals and objectives for your event or conference. If needed, identify a theme
  • Determine your ideal number of attendees and then identify your minimum number to make it a successful event and your absolute maximum number
  • Check public health orders and current restrictions (if your event is in the next 6 months)
  • Identify potential dates 
  • Establish a budget
  • Solidify your organizing team or key stakeholders in your organization 
  • Determine if you’re planning to meet in person, virtually or use a hybrid. For each of these, consider the venue / space that meets your requirements
    • If needed, conduct site visits for virtual ‘basecamps” with the AV/tech requirements, a hybrid option or an in-person option
    • Check the venue’s policies regarding cancellations or rescheduling. At Beaver Run, we’ll work with you! .
    • Select your venue (we hope it’s Beaver Run) and take care of the contracts and deposits
    • Set your room rates and organize other details (AV/tech, food & beverage, airport transfers, activities, spa discounts) with your sales contact (at Beaver Run – we can help with meeting space, rooms, activities, food & beverage and AV/tech)
  • Send your save the date
  • Begin planning on the meeting content and your agenda, which might involve securing guest speakers
  • Begin planning activities and events, such as ski days, golfing, a group hike, team building ropes courses or ?
  • Develop a risk management plan for your event if necessary

2 months – 1 year AHEAD:

  • Double check public health orders, travel restrictions and what’s open
  • Prepare speakers and confirm their travel and rooms
  • Finalize all of your marketing and continue promoting RSVP’s / registrations
  • Finalize your receptions, networking events, activities
  • Consider your COVID plan, policies and logistics:
    • Develop your policies for attendees, speakers and staff: Mandatory masks or recommendation or nothing at all
    • COVID waiver for attendees, team
    • Potentially use colored stickers or colored lanyards to indicate the comfort level of attendees with interactions:
      • RED: Means please maintain physical distancing. No hugs or hand shaking, please
      • YELLOW: Means ask me about my comfort level. I’m okay with being approached but please do not hug or shake hands without asking.
      • GREEN: Means I’m comfortable with hugs and handshakes! Let’s talk!
  • Finalize all of your printed orders for banners, programs, flyers, signage
  • Finalize your promotional items (“swag” or gifts)
     

1 month – 6 months AHEAD:

  • Confirm attendee counts and rooming lists (if you have them)
  • Send out reminders to attendees about COVID policies, agenda, timelines, parking, etc
  • Check in with your venue/meeting space team to review everything again
  • Finalize your AV/tech and food & beverage orders, as well as activities, networking events, etc.
  • Finalize all other details – flowers, decorations, etc.
  • Ask about attendee discounts or benefits and promote them (for dining, spa treatments, on-site activities like bike rentals and more)
  • Organize the nice-to-have options for your attendees, including chair massages, extra networking events, in-room amenities (a welcome gift or chocolate covered strawberries), additional swag or gifts

A few days or weeks AHEAD:

  • Check into travel restrictions, public health orders, CDC guidance and confirm your COVID plan and policies
  • Confirm final counts
  • Review meeting space set ups, food & beverage menus and orders, AV/tech and all other logistical items
  • Get registration materials and all other materials organized (gift bags, welcome gifts for speakers, AV/tech). If necessary – ship materials
  • Host a pre-conference meeting and walk-through of your space (if need be)
  • Send reminders and last-minute information to attendees, including options for their “downtime” – such as discounts and recommendations for dining, spa treatments, activitiies (such as bike rentals)

DURING your meeting:

  • Enjoy your event and gatherings!
  • Reach out if you have questions or need anything

TIPS FOR COVID PLANNING

Here are a few tips from our Beaver Run team of how to host an effective and safe meeting for everyone during the time of COVID:

Create a “quiet zone” with plenty of elbow room:

It’s even more important to create spacious, safe havens for attendees to get away from the rest of the meeting attendees. To check emails, make calls and to potenitally take off their masks safely (depending on public health orders and CDC guidance). During the summer, fall and spring – this can be an outdoor area in Breckenridge, Colorado. But, in winter, make sure to have a big enough space to provide physical distancing.

Have a COVID supply kit:

Bring extra masks, plenty of hand sanitizer and think about what else attendees might want or need.

Name tag signals for COVID comfort level:

Give your attendees a way to signal easily and quickly their comfort level with networking at a meeting. Think about adding colored stickers or providing colored lanyards that will help communicate each person’s level of comfort with networking and interacting:

  • RED: Means please maintain physical distancing. No hugs or hand shaking, please
  • YELLOW: Means ask me about my comfort level. I’m okay with being approached but please do not hug or shake hands without asking.
  • GREEN: Means I’m comfortable with hugs and handshakes! Let’s talk!

Re-imagine ice breakers and networking events:

Think about ways to introduce your attendees or help them to get to know each other without needing to shake hands or be in close proximity or if they’re in a virtual setting. Trivia games, puzzles, virtual voting, virtual breakout rooms, an online chat to connect attendees (especially for a vritual or hybrid meeting).

Contact our Beaver Run team for more advice and help: groups@beaverrun.com

KNOW BEORE YOU GO SKIING:

Last year was … well, it was a challenging and difficult year with COVID-19. Breckenridge Ski Resort is still taking precautions for COVID (and so should you), but we know SO much more about COVID than we did last year. 

We are NOT requiring vaccinations to stay at Beaver Run or to dine at our Beaver Run restaurants.
Beaver Run is NOT owned or affiliated with Breckenridge Ski Resort.

Lodging at Beaver Run: NO proof of vaccine needed.
Dining at Beaver Run (at Skywalk Market, Coppertop, Spencer’s Restaurant within Beaver Run Resort): NO proof of vaccine needed. NO advance reservations needed.
Skiing at Breck Ski Resort: NO proof of vaccine needed. NO ski day reservations needed
Dining at the Ski Resort restaurants (The Maggie, Ten Mile Station, Vista House): YES – you might still need a reservation and a proof of vaccination  Bring your mask or facial covering. You will need it for public transportation and in certain businesses in Breckenridge. Know before you go (check the public health orders). For now, PACK YOUR MASK!

SKI RESORT INFO

BRECKENRIDGE SKI RESORT

ON THE MOUNTAIN

  • There are NO reservations needed to ski or snowboard at Breckenridge Ski Resort for the 2021-2022 season. And, NO proof of vaccination is needed to ski outdoors (you will need a proof of vaccination if you’re 12 & older at the ski resort for certain indoor dining and other indoor locations)
  • Lift ticket sales will be limited during the holidays. Buy your lift tickets in advance. (Limited holiday days: Dec. 25 – Jan. 2, Jan. 14-17, and Feb. 18-27)
  • Lifts and gondolas will be operating at full capacity (no households requirements or restrictions this season)
  • Ski & snowboard school and programs will be available.
  • For information about Breckenridge Ski Resort, visit their website: https://www.breckenridge.com/explore-the-resort/about-the-resort/winter-experience.aspx

SKI RESORT INFO

WHERE TO EAT:

  • PEAK 9: CAFETERIA // Beaver Run offers CAFETERIA style lunch options and an outdoor BBQ at Coppertop at the base of Peak 9
    • NO RESERVATIONS NEEDED.
    • NO VACCINES REQUIRED
    • There is outdoor seating and some limited indoor seating (no reservations or vaccines needed)
  • PEAK 9: SIT-DOWN CAFE // Beaver Run offers cafe-style dining upstairs for lunch at Coppertop Bar & Cafe
    • NO RESERVATIONS NEEDED
    • NO VACCINES REQUIRED
    • There is indoor seating and a balcony with a 2nd floor view of the Peak 9 base area and slopes. (this is also one of the most popular apres-ski spots)
  • PEAK 9: SIT-DOWN RESTAURANT // Beaver Run’s Spencer’s Restaurant offers a quick, easy buffet option (breakfast, lunch) or order from a menu.
    • NO RESERVATIONS NEEDED
    • NO VACCINES REQUIRED
    • We recommend making a dinner reservation for any restaurant in Breckenridge during the holidays and peak weekends/times. 
  • Breckenridge Ski Resort restaurants is no longer requiring masks indoors at their restaurants and dining outlets (as well as indoors at their lodging, retail shops, restrooms and other indoor facilities),
    • Breck Ski Resort will require reservations for certain of their restaurants with VACCINE requirements for guests 12 and over. 
    • MORE INFO: https://www.breckenridge.com/explore-the-resort/about-the-resort/winter-experience.aspx

DINE WITH NO RESTRICTIONS

TO MASK OR NOT MASK?

BRING YOUR MASK or facial covering wherever you go. The indoor mask mandate expired at midnight on Jan. 25. Please check the latest CDC guidance for masks and COVID safety protocols..
Breckenridge Ski Resort (not affiliated with Beaver Run) is requiring proof of vaccination for certain indoor dining and other instances – and is NO LONGER REQUIRING masks indoors. Please know before you go. 

DO I NEED TO WEAR A MASK AT BEAVER RUN?
Please check public health orders and mask mandates. 
Right now, there is NO indoor mask mandate in Summit County (but this can change).
If you are attending a conference or event at Beaver Run, please check to see the requirements for your specific event.

Here is where you are required to wear a mask in Breckenridge:

  • PUBLIC TRANSPORTATION: You’re REQUIRED to wear a mask
  • CERTAIN BUSINESSES: Are requiring masks
  • BRECK SKI RESORT: Is NO LONGER requiring masks indoors. Check ahead! 

MORE INFO ON MASKS

VACCCINE PROOF?

If you are vaccinated or if your children are vaccinated, BRING YOUR VACCINATION CARD to Breckenridge.

DO I NEED A VACCINE TO STAY AT BEAVER RUN RESORT?
No. 

But – We’re following CDC guidance and strongly encouraging everyone to get vaccinated. 
You do NOT need to show the proof of your vaccination to stay at Beaver Run at this time (this might change based on CDC guidance or local public health orders, so KNOW BEFORE YOU GO)

DO I NEED A VACCINE TO EAT AT BEAVER RUN RESORT? 
No.
Our Beaver Run restaurants are:

  • Spencer’s Restaurant. Slopeside sit-down restaurant with a popular buffet and menu for breakfast, lunch & dinner.
    • Located on the 2nd floor of Beaver Run Resort
    • NO VACCINE REQUIRED. NO RESERVATIONS REQUIRED – but dinner reservations are highly recommended
  • Coppertop Cafeteria: Grab n’ go lunch option.
    • Located on the 1st floor of Beaver Run Resort
    • NO VACCINE REQUIRED. NO RESERVATIONS REQUIRED.
  • Coppertop Bar & Cafe: Sit-down lunch & apres ski food and drinks. THE apres spot with the best mountainside deck in Breck and live music 4 nights a week this winter.
    • Located on the 3rd floor of Beaver Run Resort
    • NO VACCINE REQUIRED. NO RESERVATIONS REQUIRED.
  • Skywalk Market
    • Located on the 3rd floor of Beaver Run Resort
    • NO VACCINE REQUIRED. NO RESERVATIONS REQUIRED.
  • Pub at the Hub & Base Nine are two other outlets at Beaver Run Resort (check hours) 

Beaver Run is following CDC guidance and strongly encouraging everyone to get vaccinated.
You do NOT need to show the proof of your vaccination to dine at Beaver Run at this time (this might change based on CDC guidance or local public health orders, so KNOW BEFORE YOU GO)

DO I NEED A VACCINE TO EAT AT BRECK SKI RESORT?
Yes. According to Breckenridge Ski Resort’s website, guests will need to show proof of vaccination to dine at their on-mountain, indoor dining outlets. See their website for up-to-date information (this might change, so please refer to their website directly):  https://www.breckenridge.com/explore-the-resort/about-the-resort/winter-experience.aspx

SKI RESORT INFO

OTHER TIPS FOR YOUR STAY: 

SKI RENTALS: Plan in advance and book your rentals online. Beaver Run guests get a 20% discount through Breck Sports for a convenient, on-site experience at Beaver Run with access to one of the largest collections of ski and snowboard rental equipment.

STOCK UP ON HAND WARMERS: With limited indoor capacity, you’ll be spending more time outside this year. Stop by the Skywalk Market and get some extra hand warmers – and snacks, too!

BRING AN EXTRA BUFF or facial covering: Your facial covering will get wet. Make sure you have one that wicks away the moisture or pack an extra one.

PLAN AHEAD: Make your dinner reservations in advance. With limited seating at all of the Breckenridge restaurants in town, it’s important to plan ahead. Beaver Run restaurants do NOT require reservations, but dinner and lunch reservations at Spencer’s are recommended. As a reminder, Beaver Run restaurants are NOT requiring proof of vaccinations or reservations. 

ORDER GROCERIES: If you are staying at Beaver Run Resort, contact our concierge at 970-453-6000 and order your groceries to be delivered directly to your Beaver Run condo. Our grocery stores can be crowded during peak season. You will save yourself the time and hassle of shopping and have more time to play.

KNOW BEFORE YOU GET HERE: Make sure to check the local public health orders, restrictions and what’s open.

MORE TIPS: Visit the Breckenridge Tourism Office’s site to learn more about what to expect for your Breck stay.


>> BEAVER RUN LODGING INFO: We want to assure you that we’re here for you to answer questions about your lodging stay at Beaver Run and to help you plan and book your next vacation to Breckenridge with us.
CONTACT us: 970-453-6000

>> If you have questions about your season pass or lift tickets or Breckenridge Ski Resort, please contact the ski resort directly at: (970) 754-0005 or comments@vailresorts.com <<
** Beaver Run Resort is NOT owned or affiliated with Breckenridge Ski Resort. Visit here for more info: https://www.breckenridge.com/explore-the-resort/about-the-resort/winter-experience.aspx

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