Tips from Gaylord National’s hotel manager
You have just been informed that you need to plan a retreat/training/town hall. How much time do you need, and how much detail will be required for that first inquiry? Beyond the basics, what creative elements can you request? We asked Gaylord National Hotel Manager Ryan Verhulst, who has more than 25 years of hospitality experience and has worked for Marriott since 1999.
He began as an event coordinator and quickly moved up to event manager in his first year with the company. His career has moved him to several hotels and markets within the company, serving as a manager within the events space throughout his career. He was promoted to hotel manager at Gaylord National in April of this year.
How far in advance of an event should an event organizer reach out? Does it matter what size/type of event?
We find that the best planning experiences happen when the planning starts at least 18 months ahead of the event. At Gaylord Hotels, there is a unique aspect of collaboration and consultation.
The more time prior to an event, the more time teams have to connect and plan for all needs that may come up. Additionally, ample time ensures our team of event planners can visit meetings/events of groups we are working with to better understand the group’s needs.
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Specifically, if the event is an annual, it’s helpful to contact our planners before the current year’s event, that way our team can assist you with taking notes and envisioning what you will want the following year while hosting it at our resort.
What details do you wish were included in an RFP so you can best respond with a proposal?
It is helpful to have a detailed history of prior meetings to include room night actuals from night to night, as well as detailed food and beverage catering spend, including the number of affiliates and their individual spend.
What is the most creative thing you have seen design-wise during your time as a convention services manager?
Over the years, it’s been incredible to see how stage sets have improved. There are now three-dimensional LED walls that completely transform event experiences from day to day and even meeting to meeting. The sky is the limit with the ability to showcase multimedia messaging on these walls, and the quality of the technology is so advanced that it truly creates a new environment for guests without having to move them to new areas or other pieces of equipment.
What is an activation you always hoped someone would execute to take advantage of the unique space and views at Gaylord National?
While we are known for using our beautiful atrium or throwing extravagant block parties, being on the water is one of our top features. I’d love for people to take advantage of the fact that we are located right along the Potomac River and bring in a barge for their event. There’s a great potential for a true beach-like experience on the water, complete with the best sunset view in the region, due to National Harbor being the only waterfront destination in the area to fully face West.
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What advice do you have for someone who has never brought a group to a Gaylord before?
Be prepared to collaborate and work with a team that truly cares to plan a one-of-a-kind experience for your group. Our event managers go through a yearlong, brand-wide training to ensure they are experts in their field and provide a consistent planning journey for all our customers, regardless of which Gaylord property you’re holding an event at. This sets our resort apart from other convention and meeting spaces.
When meeting with our planners, make sure there is ample time carved out for each session, so you can benefit from all that is available to you, such as understanding Teal Coat services, Celebrity Services, how a meeting can spread across the property and event managers scouting your program prior to your event at Gaylord.
