Experience the Ultimate Corporate Retreat in Puerto Rico

As a destination event planner living in Puerto Rico, I have had the pleasure of organizing numerous corporate events over the years. However, none have been quite as memorable as the recent Chartwell Futures company retreat hosted at Siesta Alegre. This event was one for the books, with attendees enjoying the best of what Puerto Rico has to offer.

With the stunning Siesta Alegre as the backdrop, attendees were treated to a truly immersive experience. As event planner we love working at this venue that has lush greenery and tropical climate made for the perfect atmosphere to foster collaboration and relaxation alike. And with Caribbean Catering providing the delicious cuisine, attendees were able to indulge in the flavors of Puerto Rico, with local eats and refreshing mojitos.

The event was not just about relaxation, though. Attendees were also treated to a salsa class, led by a local instructor who showed them the moves and rhythms of Puerto Rico's most beloved dance. And to cap it off, a live music performance by the Cien del Cielo provided the perfect soundtrack to the evening, with attendees dancing and enjoying themselves well into the night.

Overall, the Chartwell Futures company retreat was an event that truly showcased Puerto Rico's beauty and culture. As an event planner, it was a joy to see attendees fully immerse themselves in the experience, and I can confidently say that this event will be remembered for years to come. So if you're looking for the perfect destination for your next corporate retreat, look no further than Puerto Rico - you won't be disappointed!

Event planners: Island Life Events PR

Photography by: Sunkissed Blue

#ChartWellFutures #SiestaAlegre #CaribbeanCatering #PuertoRicoEvents

How to Plan the Perfect Destination Event in Puerto Rico

If you are reading this you are considering or you are fully embarked on planning a destination event in Puerto Rico . This happens to be our area of expertise and we already like you because you are bold enough ( not to say crazy enough) to take your corporate or social event abroad. I will dive right in and give a no-bull-shit approach to event planning in Puerto Rico.

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Choosing Your Date

The best time to host an event in Puerto Rico is from mid-January to May, right after the busy holiday season and just before the rainy summer. The spring weather is very pleasant, barely escaping the mid-80s on most days. I advise avoiding holiday weekends, spring break, and Valentines.

Aside from spring, October is a great month to plan events on the island. The weather is starting to cool off and there are no big local events.

If you dream of a corporate holiday affair, plan a year or at least 6 months in advance and bump up your lodging budget. Stay off from planning events on Christmas or New Year. Local vendors do not work those Holidays and if they do they will slap on a hefty holiday fee.

No matter what time of the year you decide to come, you are guaranteed to have a great time; so make sure to book at least 2 extra days to enjoy the beaches, the people, and the culture.

Best Locations for Events

Puerto Rico is 100 miles by 35 miles, not sure how many times it fits in Texas but my guess is more than a few times. The island has event spaces and lodging options all around: the coast, mountains, and plains. It is very safe so it is common for tourists to rent cars and explore.

The most popular area to host events is the "metro" area which comprises San Juan ( the capital), Carolina, Trujillo Alto, Guaynabo, Cataño, and Bayamon. Unarguably Old San Juan, Condado, and Isla Verde are among the most sought-after neighborhoods for corporate events; because of their abundance of hotels, shopping and nightlife.

However, the "west", comprised of Aguadilla, Aguada, Rincon, and Cabo Rojo, has become a close second popular destination for corporate & social celebrations in Puerto Rico. You will find the best beaches Peña Blanca, Crash Boat and Steps, and a variety of critically acclaimed restaurants. You can expect a quieter experience filled with local flavor,"hippy" shops, surfing & local music.

Choosing Your Event Space

There are four types of event spaces where you can host your destination event in Puerto Rico: hotels, restaurants, "canva" spaces & airbnbs. I recommend booking hotels if you are hosting a large conference, trade show, or activation.

The benefits are large meeting spaces, concierge services, and amenities ( AV, wifi, golf carts, pools, spas, restaurants, beach access). Some of my favorites are La Concha and Hyatt Regency in Rio Grande. The downside, be prepared for 8k-25k consumption minimums and a 36% hotel fee, service charge, and tax fee.

Some restaurants can hold small groups of 5-25 guests for events. They can reserve a special room or a section of the restaurant for your special occasion. Some offer a la carte or a pre-set menu to make service times speedier.

Canva spaces are rental event spaces where you can bring your own vendors (i.e Casa Blanca Museum, Casa España, and Miramar Event Center) to name a few. These are my favorite types of spaces because you can have fun experimenting with food, beverage, and decor. It gives the client and us the freedom to choose the vendors that best fit our event's vision and needs. You can expect these to be in the 2.5k-4.5k range.

Creating Your Onsite Team

I said I was going to keep it real and I will/ Hiring vendors in the island is time-consuming and can be frustrating. Because of high demand and a laid-back "island life" factor, vendors take longer than usual to respond to emails and calls. I am Puertorican, live in Puerto Rico and am maried to a Puertorican, but this is just a reality.

I advise doubling your planning time, especially with corporate events and productions. Also hiring a local event planning or production firm that has years of experience, a great portfolio, and amazing client testimonials.

Here are some other reasons you will need an onsite team:

1. Translation: Many locals do not speak English, and contracts are written in Spanish.

2. Scouting Vendors: Even great vendors have terrible social media accounts making it hard to make the right decision, those that have good portfolios can be extremely overpriced & overbooked. Then there are a few that are well known locally and live from word of mouth so they LITERALLY have no social media at all.

3. Hours of Operations: PR has local holidays, rental companies close on Saturdays and Sundays, some spaces close from 12 pm to 1 pm for lunch or require an appointment to visit and there are sound ordinances until 11 pm in some areas.

4. Vendor Mgmt issues: If you do not know the vendor and you take time reviewing a proposal, they might give your date to someone else without a notice. Others only accept cash or checks even for deposits and these have to be mailed or wired from abroad. Some vendors will not manage expectations on what items are in stock or can be delivered to PR on time for your event, causing potential mishaps on your original vision.

Destination event planning firms, like us at Island Life Events PR, offer hourly consultations, staff, and partial and full coordination services to help you mastermind a glittering awards gala or spice up the next annual conference in paradise.

We work hand in hand with you to communicate a clear vision of your brand. Then, we create a custom design that efficiently and powerfully delivers your message. Production is a concise process handled by our team of experts who use decor, fabric, staging, lighting, furniture, and unique, and custom touches to transform venues into mind-blowing experiential environments.

Univision & L2 - A Taste of Puerto Rico Event

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Vibrant Tropical Union at Old San Juan

This beautiful couple with their friends and family flew all the way from San Diego for their wedding. Counting on us as their event planners, they preferred an outdoor ceremony at La Rogativa in Old San Juan, and their cocktail party and reception at Hotel El Convento, just steps away from the ceremony. With vibrant colors like orange, pink, a touch of red, yellow, blue, and white. Of course, Its Chezelle Events, Island Life Events, Akua Event Design, and other suppliers made their dream wedding come true.

Diana Wedding Photography

We made sure every detail was as the bride requested and made sure everyone (guests and family) was comfortable. The ceremony started and everything was perfect and beautiful, just as they imagined. Once they were declared husband and wife, they danced all the way to the hotel for the Cocktail with Yuvi Plena and their dancers, they sang and laughed, and all the guests enjoyed every step of the way. All the tourists who were walking around Old San Juan joined in celebrating the newlywed couple.

Diana Wedding Photography

The guest enjoyed the cocktail while Diana Wedding Photography took pictures of the bride and groom. Once they were back, we revealed the reception just for them, and their reaction were awesome, we were truly happy with the results, and to see their reaction, it truly filled us with happiness! They filled the champagne tower, enjoyed a few drinks, and chatted with guest until dinner time came. As an event planner, we wanted to make sure every little detail was perfect.

Diana Wedding Photography

The sister of the bride made the toast, and the waiters served the appetizers and food. We gave them their space but made sure everything ran smoothly. Sean and Rachel constantly told us that everything was perfect and that they were completely pleased.

Diana Wedding Photography