Often, one of the most appreciated touches that can set the tone for group meetings is the room drop. More than the traditional VIP “Welcome Basket”, room drops can extend to all attendees and be a great way to get a group engaged prior to the actual program. They can also be used to highlight various aspects of a destination as well as a program theme. To help stir your creative juices, we’ve compiled a list of room drop ideas along with those items best to leave out.

What Are Room Drops?

Room drops are amenities, promotional materials, or gifts placed in a guest’s hotel room before they arrive. They can provide an opportunity to make your guests feel special, thank them for their travels, and align with the overall promotion and theme of the destination meeting taking place.

Why Do Room Drops Matter?

Besides welcoming your guests, room drops also provide an opportunity to make a good first impression and connect with the attendees on a personal level. Providing useful items to support comfort and productivity, incorporating a theme and or message, and the overall surprise and delight of receiving a gift shows strong attention to detail and value, which is a big factor for guests traveling across the country or incentive gatherings.

Tips for Successful Meeting Room Drops

Plan Ahead

If you are considering room drops, plan ahead. Deliveries can cost over $5 per room. You can often lower this cost, provided you indicate it upfront with your RFP. Ensure the room drops can be delivered to guests’ rooms ahead of their arrival.

Start Marketing the Meeting’s Theme Ahead of Time 

Setting the tone for destination meetings with room drops can actually begin before the program. Consider sending information about the area and the planned group events to attendees ahead of time. For example, groups heading to Newport Beach, CA, may enjoy flip-flops with the schedule printed on the bottom of each sandal. Or if you’re planning a private yacht event during any portion of your program, a captain’s hat with the program tucked inside could be a clever pre-event gift.

Get Inspired By Local History & Trivia

Looking for inspiration? Get creative by adding area trivia, history, and facts that the group may not be aware of. Are there any historical details, famous or infamous landmarks? Any stories you can share that bring the destination to life? For example,  1920s, Newport Beach provided an escape for Hollywood’s elite. The iconic Balboa Pavilion hosted many parties attended by such noted celebrities as Marilyn Monroe, Frank Sinatra, and longtime Newport Beach resident, John Wayne. Wayne often entertained his Rat Pack buddies aboard his private yacht, the Wild Goose, which is still docked in Newport Harbor today and available for private events.

Incorporate Local Goodies

Locally themed drops are a great way to connect the experience of attending the conference to the destination. Consider locally grown or produced delicacies, which can be consumed on-site or packed to savor once home. With most of Newport Beach’s area restaurants serving organic, locally grown food, room drops consisting of destination favorites is rather easy. For example, you could include locally produced hummus and fresh-baked artisan breads perfect for a pre-event appetizer, or send home organic and fair trade coffee from Newport Beach Roast House, Kean Coffee.

Keep Things Sustainable 

Useful items like eco-friendly, reusable totes, which can also be branded, make great gifts. Groups heading to Newport Beach are in luck, the socially conscious LOVE bags are local and offer recyclable totes in a wide range of styles and prints.

Tips on What NOT to Include in A Room Drop

Your attendees will appreciate the fact that you did not include any of the following items in the room drop:

• – Do not include any large, hard-to-pack items.
• – Stay away from large bottles of wine or six packs of craft beer, unless you know with certainty that attendees will consume these products on-site.
• – No perishable items. Produce, no matter how fresh, often gets left behind.

Create A Memorable Stay & Destination Meeting In Newport Beach

It’s the little details that lead to meeting excellence. When you’re ready to begin organizing your next group meeting, contact the staff at Visit Newport Beach, the destination marketing organization for Newport Beach, CA. Visit Newport Beach opens the doors to this Pacific paradise with destination expertise, customized site visits, and strong partnerships with valuable resources.