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Half Moon Golf Resort Villa “We target key players in this market via direct, face-to-face marketing initiatives and via the media they consume,” Figueroa says. “As one example, we maintain a presence at events like the Black Enterprise/Pepsi Golf & Tennis Challenge. Additionally, we’ve worked with well-known radio personalities like Tom Joyner and Steve Harvey to promote the destination to their listeners. We also advertise in regional Black-owned publications across the country.” PRACTICAL PLANNING TIPS Preparation and knowledge are the keys to organizing a successfulmeeting in the Caribbean. “Each destination is different, and the meeting plannermust know all the legal particulars, logistics, customs, taxes, fees, insurance, regulations, holidays, transportation issues, electric and water differences, and on and on,” Kahn says. “There is nothing diffi- cult and no reason not to proceed, but themeeting plannermust not take the details for granted.” As Kahn points out, customs and immigration regulations vary when it comes to bringingmaterials and equipment to the islands.“These [requirements] need to be checked and in some cases filled in advance with the customs agents,” he says. Contacting the official tourist board in your country of interestmight be a good way to start the planning process. “The tourist boards are good sources for assistance, and they will be able to directmeeting planners to the proper author- ities for all their needs,”Kahn says. “In some cases the governments have specific agencies for convention services. In other cases [the function]might restwithin the tourist board or not at all. But there is always help available for the asking . . . and [local experts] always should be consulted in advance to avoid problems on site.” Kahn mentionsAruba, Puerto Rico, Bahamas, Barbados, Jamaica, St.Maarten,Cancun and theRivieraMaya as some of the destinations that aremost ideal for a large event.For smaller gatherings like board meetings and corporate retreats, just about any island is a great choice. Many major U.S. airports offer direct flights to some of the largest Caribbean cities, so a trip to a tropical paradise can take just a few hours. With the exception of Puerto Rico and the U.S.Virgin Islands, a passport is required for entry. One of the biggest draws for travelers to anyCaribbean destination is that the weather is warm virtually year-round.Bermuda,which is a member of theCaribbeanTourismOrganization though it actually lies well north of the Caribbean Sea, has a temperate climate with two main seasons: beaching season fromApril to September, and golf and spa season fromSeptember toApril. “Thewater is a little bit cooler,but it’s still very comfortable to play golf, tennis and all of the other activities that we have,” says Ann Shutte, director of global operations for the Bermuda Department of Tourism. Hurricane season in the Caribbean generally runs from June through the end of November. Hurricanes are rare events for SouthernCaribbean destinations likeCuracao,Barbados andTrinidad &Tobago, and even in places where they are more frequent, the odds of having one the storms ruin your trip are fairly low.Still, it’s smart to takewhatever risk there is into accountwhen planning an event in the region and to be well aware of airline, hotel and conference center policies on refunds. Puerto Rico Convention Center MEETING AND EVENT VENUES Kahn points to several recent developments that have added to the Caribbean’s choices of venues for largemeetings. “Several years ago PuertoRico opened a fantastic convention center,and this January Jamaicawill open a brand newstate- 52 of-the-art conference center inMontego Bay,”Kahn says. “Hotels such as theMarriott St.Kitts and theWestinDawn Beach Black Meetings & Tourism September/October 20010: www.blackmeetingsandtourism.com