Issue link: https://digital.copcomm.com/i/1546515
B M & T ••• September/October 2026 ••• www.blackmeetingsandtourism.com 35 SETTING UP FOR SUCCESS Planning a Caribbean island event or incentive trip does bring up a few extra logistical challenges, but you'll find plenty of support services from local venues and vendors to navigate the process. There also are several proactive planning steps that will go a long way to resolve some of the biggest challenges: AIR TRAVEL • Since nonstop flights from U.S. gateways may be limited, consider working with a destination man agement company on the island to facilitate group blocks and ensure there are no capacity con straints on the travel dates you choose. • Book flights nine to 12 months out and nego- tiate release dates to avoid paying for unfilled seats if the headcount changes. • Build in a buffer day to accommodate the arrival of attendees who might need several connec- tions to get there. ENTRY REQUIREMENTS • Send notices about passport and visa require- ments early to meeting delegates and incentive trav- elers so they'll have enough time to get their docu- ments in order. • Provide attendees with deadlines and links for any required pre-arrival forms and entry declara- tions. WEATHER • Purchase event cancellation/interruption insurance that specifically covers hurricanes and other weather events. • Negotiate a rebooking clause with the resort and/or meeting facility. • If you're especially concerned about the potential impact of hurricanes, consider choosing a lower-risk destination in the southern Caribbean outside the normal "hurricane belt." They include Aruba,Barbados, Bonaire, Curaçao, Grenada, St. Vincent and the Grenadines, and Trinidad & Tobago • Ahead of arrival, file a shelter-in-place or evacuation plan for your group at the hotel or resort. LOGISTICS • Work with a local DMC to ensure that AV, production equipment, transportation, wifi and cell connectivity needs will be met. • Conduct a site visit, if at all possible, so you can check every detail—including capacities and costs—in person before signing the contract. • Allow enough lead time to acquire any equip- ment or logistical services the venue is unable to pro- vide, Your destination's official tourism board or convention bureau is usually the best first stop for planning. These organizations typically offer site- visit support, vendor referrals and updated informa- tion about entry requirements, logistical needs and other issues. Larger resorts may also be able to coor dinate directly with tourism offices in planning group events. FEATURED DESTINATION Need some ideas for which Caribbean destination to choose? Here are brief profiles of six worthy con- tenders. U.S. VIRGIN ISLANDS With no passport required for travel from the U.S. mainland to the USVI, you can shorten the length and time of the to-do list for everyone preparing for the trip. Participants also won't need to worry about currency exchange. Accommodations for meeting groups range from the U.S. territory's largest venue, the Westin Beach Resort at Frenchman's Reef on St. Thomas, to small- er inns that might be more suitable for hosting a board meeting or executive retreat. The Westin Beach Resort has 29,770 total square of event space, including a 14,100 sq. ft. conference room and 15 meeting rooms. There are 392 guest rooms in the facility. The island of St. John is home to Trunk Bay, one of the world's top-rated beaches. Located inside Virgin Islands National Park, which covers about two thirds of the island, it's a favorite of snorkeling enthusiasts. Other major attractions include shopping and his- toric tours in the capital city of Charlotte Amalie on St. Thomas, as well as visits to the Christiansted Historic District and Cruzan Rum Distillery on St. Croix. If you're looking to provide a meeting or incentive travel group with an elevated excur- sion, you might consider arranging a helicopter tour of the islands or chartering a private yacht for a sail through the USVI and British Virgin Island chain. Whether you're looking for luxury or something more budget-friendly, you'll find a wide range of meeting venues, lodging accommodations and leisure activities in the USVI to suit your needs. Charlotte Amalie, St. Thomas