Who Says You Can’t Go Home? An Invitation to Our Alumni

Who Says You Can’t Go Home? An Invitation to Our Alumni

by | Jun 6, 2025 | Alumni, Conferencing on Campus

Who Says You Can’t Go Home? An Invitation to Our Alumni

Why your alma mater just might be the perfect venue for your next conference or professional event.

Dearest Alumnus or Alumna,

Think back to the last time you visited campus. Maybe it was for a spirited homecoming celebration or a big alumni weekend get-together. Maybe it was to celebrate the graduation of a loved one who followed in your footsteps and earned their degree from UD. Perhaps it was even for your own graduation ceremony. In any case, it’s been too long!

Our alumni hold a special place in our community and form a global network over 200,000 strong. As higher education faces political scrutiny and many of our Blue Hens undoubtedly feel the tension of an unpredictable economy, requests for donations or nudges for nebulous “alumni engagement” can fall flat.

 

So, we’re writing to extend an unconventional invitation: let us host your next conference or professional event here on campus.

 

If you’re feeling more detached from your alma mater lately, you’re certainly not the only one. “49% of institutions report their alumni engagement has declined or flatlined since COVID, with another 7% stating engagement has decreased significantly,” Alumni Access reported in their 2024 Voluntary Alumni Engagement in Support of Education study. They also found that this trend was more pronounced in public institutions.

The decline is even more severe among recent graduates. “Young alumni giving rates have dropped by 18% over the past decade, with many citing a lack of meaningful engagement or perceived value beyond solicitation requests,” according to a 2024 Council for Advancement and Support of Education (CASE) report.

 

Our campus remains a valuable resource for you, even years after walking the graduation stage.

 

We want to remind you that UD’s campus–your former home–is still here for you, far beyond an invite to alumni weekend or a solicitation for donations. During your time as a student, you and the university were partners in your education. In your working professional era, Conference Services is here to renew that partnership by making campus your or your business’s go-to event venue.

Familiar locations and comfortable settings, especially those that recall memories of learning and growth, are an ideal place for business gatherings. Why try to drag inspiration from the eggshell white walls of a sterile conference center when you can step back into a space where your younger mind flourished with new ideas and creativity?

 

Channel the productivity and powerful thinking of your college days.

 

In an interview with U.S. News & World Report, Cara Giacomini, CASE’s vice president of data, research, and technology, divided alumni engagement into four categories: philanthropy, volunteering, experiential, and communications. Asking alumni to give money blindly can come as an unwelcome request in a turbulent time. Conversely, holding experiences on campus is a collaborative and reciprocal investment.

 

Working with Conference Services is a mutually beneficial way to give back to your alma mater.

 

Not only do you get the expertise of our incredible Conference Services team, but you also position your company as a partner of the school. Fellow Blue Hen alums may take note, opening the door for future business and social connections. Current students will see your group on campus and might remember you when starting their job search. Over the duration of your event, you can also build bridges with professors, students, and other members of the UD community.

 

Without a doubt, our Blue Hens are our greatest asset.

 

“We are seeing alumni [be] key to corporate partnerships that evolve, and investments in research and development,” Giacomini said. “This all points to alumni engagement really being about building a much larger community and keeping that community active well past graduation.”

All that to say–we miss you and we hope to see you again!

 

Sincerely yours,
UD Conference & Event Services Team

Want to learn more? Contact a member of our Conference Services team.

How Natural Settings Create Inspiration for Meetings & Events

How Natural Settings Create Inspiration for Meetings & Events

by | Mar 12, 2025 | Beach Retreats, Industry Insights

How Natural Settings Create Inspiration for Meetings & Events

When it comes to corporate gatherings and academic retreats, location matters more than you might think.

While downtown conference rooms and hotel ballrooms serve their purpose, there’s something undeniably special about gathering your team in a natural setting. A retreat venue set in a natural landscape offers refreshing advantages that might be exactly what your next event needs.

Here’s why The Virden Retreat Center could be a game-changer.

 

The Science-Backed Benefits of Natural Environments

Research consistently shows that natural settings have a powerful effect on our brains and creativity. The combination of fresh air, open green spaces, diverse ecosystems, and the gentle sounds of nature creates what scientists call a “nature effect” – a mildly meditative state that can:

    • Reduce stress hormone levels like cortisol
    • Boost creative problem-solving abilities
    • Enhance focus during structured activities
    • Promote more open and genuine communication

When your team is immersed in a natural setting while enjoying a professional, distraction-free environment, you create optimal conditions for productive collaboration.

 

“The key is getting people out of their usual environment, where they can connect in new and meaningful ways.”

– Mike Patterson, Conference Manager, The Virden Retreat Center

 

Wetlands: An Underappreciated Natural Wonder

Wetland environments in particular offer unique inspiration for meetings and retreats. These dynamic ecosystems:

    • Are a significant source of biodiversity
    • Provide ever-changing landscapes that shift with the seasons
    • Connect participants with a vital ecosystem often overlooked in our daily lives

The gentle rustling of marsh grasses and the calls of native birds create a subtle soundtrack that energizes without distraction.

 

Fresh Air Equals Fresh Energy

Ditch the dull, fluorescent-lit meetings and step into a setting where nature fuels connection. A venue set in nature can transform the experience, seamlessly blending work with organic team bonding.

Picture brainstorming sessions that flow into outdoor walks, breakouts with inspiring views, and evening team-building under a sky of stars. No forced icebreakers—just authentic moments through shared outdoor activities as simple as lawn games or mindfulness sessions.

This natural rhythm keeps energy high, prevents meeting fatigue, and fosters real connections. The result? Engaging, memorable meetings that go beyond the conference room.

 

“Meetings in natural settings are simply more memorable.”

– Polly Weir, Director of Conference Services

 

The Perfect Balance of Focus and Restoration

Nature-based retreat centers offer a unique advantage: the perfect balance between connection and isolation. Attendees are surrounded by inspiring landscapes but in a controlled environment that minimizes distractions.

This means your attendees can maintain focus during scheduled sessions, then intentionally use nature time as the perfect reward or refresher. It’s the ideal work-then-play environment that maximizes both productivity and enjoyment.

 

Natural Inspiration Through All Seasons

One misconception about venues located in natural environments is that they’re only suitable for summer events. The truth is that natural environments offer unique advantages in every season:

    • Spring: Awakening ecosystems, migratory birds, and beautiful wildflowers
    • Summer: Lush greenery, active wildlife, and extended daylight for outdoor activities
    • Fall: Spectacular foliage, comfortable temperatures, and seasonal harvests
    • Winter: Stark beautiful landscapes, cozy indoor spaces with nature views, and unique team-building opportunities

The Virden Retreat Center is well-equipped to host your event regardless of season, with comfortable meeting spaces and accommodations year-round.

 

Beyond Nature: Keys to a Great Retreat Venue

While the natural setting is a significant draw, an exceptional retreat venue also provides the comforts and conveniences that make your event truly seamless. One of those conveniences is overnight accommodations.

Staying on-site makes the entire experience smoother and more enjoyable for everyone – allowing conversations and connections to flow naturally beyond scheduled sessions. It saves time, eliminates travel pressure and hassles, and fosters deeper engagement through shared moments outside the meeting room.

Along with lodging, look for:

    • Flexible meeting spaces
    • Quality audiovisual equipment
    • Locally inspired catering options
    • Experienced event coordination

With the right balance of nature and top-tier amenities, your retreat becomes more than just a meeting—it’s an immersive, inspiring experience.

 

“Having everything in one place allows guests to focus on the event while fully immersing themselves in the retreat-like atmosphere.”

– Jerry Martin, Event Coordinator, The Virden Retreat Center

 

The Virden Retreat Center: A Lasting Experience

Perhaps most importantly, meetings in natural settings are simply more memorable. While so many typical professional gatherings blend together in participants’ minds, a retreat at the Virden Center stands out. The blend of professional amenities and access to nature could be just what your team needs to boost creativity and collaboration—creating an experience that participants will remember and talk about long after the event ends.

Want to learn more? Check out The Virden Retreat Center or contact a member of our Conference Services team.

In-Person Meetings: More Vital Than Ever in an AI World

In-Person Meetings: More Vital Than Ever in an AI World

by | Jan 30, 2025 | Industry Insights

In-Person Meetings: More Vital Than Ever in an AI World

In a world where artificial intelligence (AI) is reshaping industries and redefining human interactions, meeting planners face a pivotal question: Are in-person events still necessary?

The short answer is yes.

While AI-powered tools are revolutionizing how we communicate, collaborate, and problem-solve, they cannot replace face-to-face gatherings’ authenticity, connection, and impact. 

Here’s why in-person gatherings remain indispensable, even in a digital-forward world:

 

The Power of Human Connection

At its core, business is about relationships. AI can analyze data with incredible precision and even simulate conversations, but it can’t match the warmth of a handshake, the subtlety of body language, or the energy of face-to-face interactions.

Environments where attendees can engage spontaneously lead to more meaningful conversations and lasting impressions. Whether it’s a shared laugh over coffee or an impromptu brainstorming session in the hallway, these moments can’t be engineered in a virtual setting.

 

Unmatched Engagement and Focus

Let’s face it: virtual meetings often come with distractions. It’s all too easy to check emails, respond to messages, or multitask during a webinar. By contrast, in-person events command attention with attendees being more present, engaged, and invested in the experience.

Live events also offer unique immersive opportunities for learning and interaction in ways that virtual platforms struggle to achieve. A keynote speaker’s charisma, the buzz of a bustling show floor, or the tangible experience of hands-on workshops simply can’t be replicated through a screen.

 

In-person meetings foster trust and camaraderie – often the foundations of successful partnerships and collaborations.

 

Sensory Experiences Matter

Don’t underestimate how the sights, sounds, and atmosphere of in-person events make experiences more memorable. The taste of catered cuisine, the ambiance of a well-designed venue, and the texture of event swag—all contribute to the overall impact. These sensory elements enhance the enjoyment of events while reinforcing key messages and themes.

 

Networking Opportunities Are Irreplaceable

It’s no surprise—one of the biggest perks of in-person events is the unbeatable networking opportunities. Casual conversations during breaks, chance encounters in the elevator, or collaborative discussions at roundtable sessions often lead to new ideas, partnerships, or business deals.

AI may facilitate introductions or match attendees based on shared interests, but the organic nature of in-person networking remains irreplaceable. Prioritizing these opportunities in your event designs—from breakout sessions to cocktail receptions—ensures attendees gain maximum value.

 

A Breeding Ground for Creativity and Innovation

When people come together, the exchange of ideas takes on a dynamic, collaborative energy. Brainstorming sessions, panel discussions, and workshops thrive in the face-to-face environment, where ideas can be built upon in real-time.

Moreover, the physical environment can be tailored to inspire creativity. A well-designed space with interactive installations, engaging visuals, and creative seating can spark imagination in ways a virtual background never could.

 

Attendees are more likely to be engaged at in-person events instead of easily distracted when in a virtual setting.

 

AI as a Complement, Not a Replacement

AI should be seen as a tool to enhance, not replace, in-person experiences—allowing you to offer the best of both worlds. Use AI to streamline registration, personalize attendee experiences, and provide real-time translation, while you focus on fostering connections and creating lasting impressions.

 

Building Stronger Communities

Meetings and events are about more than just information exchange; they’re about building communities by creating a sense of belonging and shared purpose. Attendees leave not only with new knowledge but also with a deeper connection to their peers and industry. This means designing events that prioritize inclusivity, shared experiences, and opportunities for collaboration. We know that when attendees feel part of something bigger, the event’s impact extends far beyond its conclusion.

 

In-person gatherings create a sense of belonging and shared purpose that virtual interactions rarely match.

 

Final Thoughts

It’s tempting to think that AI technology can solve all challenges and replace traditional methods. However, our experienced event planners understand that in-person meetings and events remain vital because they provide something technology cannot—authentic human connection and the spontaneity of shared experiences. We see it happen every day.

At UD Conference & Event Services, we believe fostering these meaningful interactions is more important than ever. By combining AI’s efficiencies with the unmatched benefits of in-person gatherings, you can create events that are both relevant and transformative.

After all, while AI can enhance how we connect, it’s the human touch that leaves a lasting impact.

Ready to plan your next meeting or event? Check out our Meetings & Events page or contact a member of our Conference Services team.

Choosing the Right Venue for Your Meeting or Event… and Why Universities Are Strong Contenders

Choosing the Right Venue for Your Meeting or Event… and Why Universities Are Strong Contenders

by | Dec 9, 2024 | Conferencing on Campus, Industry Insights

Choosing the Right Venue for Your Meeting or Event… and Why Universities Are Strong Contenders

A well-chosen venue sets the stage for a successful event. Here’s a short guide to help you choose the perfect venue – and discover why a university might be just what you’re looking for.

 

Location First, Then Venue

Finding a great venue for your meeting or event begins with selecting the right location. Conveniences like transportation, lodging, and dining enhance the appeal of an event. A venue close to home is great for one-day events and meetings, while a major change of scenery can spark new ideas. Consider the energy you want to cultivate: rural environments feel refreshing and well-suited to deep thought, whereas a bustling city injects energy and innovative spirit.

 

Universities are a one-stop-shop, with amenities like on-site lodging, dining options, and proximity to transportation hubs and local attractions.

An urban campus is great if your attendees are traveling from a significant distance. A more rural university provides outdoor space and a quieter setting to form connections. A suburban spot can serve as the best of both worlds, with fresh air, room to roam, and conveniences close by.

 

Evaluate Capacity, Layout, and Accessibility

Your venue should comfortably accommodate your attendees and planned activities, creating an inclusive environment where all guests feel welcome. Keep in mind that a venue that feels either overcrowded or excessively empty can affect the energy and overall success of your event. A flexible, customizable space provides significant benefits, as you can tailor the layout, decor, and functionality to the specific needs of your meeting or event. Accessibility is also a crucial consideration – every attendee should be able to access the space and fully participate without hassle.

 

Universities are built to hold a plethora of gatherings, from intimate workshops to company-wide presentations.

Auditoriums with tiered seating provide optimal visibility, while multipurpose rooms offer the flexibility to set up various layouts. If your event includes breakout sessions, having space to spread out with efficient traffic flow ensures a seamless experience. University spaces are also ADA compliant by law, mitigating accessibility hurdles for your group. With a wealth of experience hosting diverse events, university event teams can easily adapt campus spaces to suit your objectives.

 

 

Research Services and Amenities

Excellent Customer Service is Non-Negotiable
Your venue should have an experienced, responsive, and supportive team that’s committed to going above and beyond to make your event a success. Read reviews and testimonials from past clients to get a sense of a venue’s reputation. And don’t be afraid to look elsewhere if the partnership doesn’t feel right – a reliable, service-oriented event team can make all the difference.

 

To understand how personal event managers are key to successful events, dive in here.

 

In the lead-up to your conference, venues with adaptable policies, such as accommodating last-minute changes, offering early access for setup, or flexible cancellation and refund terms can help reduce planning stress. And during a busy event day, you’ll be glad to have an on-site coordinator or tech support on hand to address any last-minute issues. Staff may also be able to assist with guest registration and other logistical tasks to provide a seamless experience.

Cover the Essentials and More
Of course you’ll need the essentials: audio-visual equipment, Wi-Fi, and catering services. But choosing a venue with extras like libraries, fitness centers, greenspace, and performance venues can be a huge bonus without incurring extra costs. Additionally, check for registration services, hybrid capabilities, and shuttle services.

 

Universities invest heavily in their facilities, offering a variety and quality that’s hard to beat.

From sporting events to cultural attractions like museums and galleries, there are so many activities on campuses to enhance your attendees’ experience.

Get a Feel for the Ambiance and Style
The venue’s style should reflect the tone of your event. A corporate event may call for a professional space. A celebratory occasion could benefit from somewhere a bit more casual. Sometimes, an unconventional venue hits the spot.

 

Universities offer a distinctive ambiance that combines professionalism with inspiration.

Campuses tend to be:
• Architecturally diverse, offering both historic charm and modern designs
• Surrounded by green spaces, which can be used for outdoor receptions or team-building activities
• A stimulating environment ideal for fostering a collaborative and forward-thinking vibe

 

Here’s a great read about how a university campus adds prestige and flexibility to multi-day meetings.

 

Review Lodging and Dining Options

For multi-day conferences, events, or summer camps, a venue with onsite accommodations and dining makes for an efficient, seamless experience. It eliminates commuting time and fosters focus and engagement by keeping guests immersed in the event without logistical distractions.

 

Universities are especially suited for multi-day summer conferences and events.

They can transform residence halls into suites, offer a variety of dining options, and may have on-campus hotels for added convenience. Having on-site amenities also creates opportunities for informal networking and relationship-building, as attendees can easily gather for meals or relax in shared spaces.

 

 

A Final Word of Advice

Selecting the right venue is a blend of planning, research, and a bit of intuition. By finding a venue that aligns with your event’s goals and prioritizes attendee comfort, you can create a memorable, enriching experience. Universities offer a unique combination of affordability, flexibility, and inspiration, making them a standout choice for meetings and events.

Remember, the right venue doesn’t just host your event – it elevates it.

Want to learn more? Check out Clayton Conference Center or contact a member of our Conference Services team.

How Personal Event Managers Are Key to Successful Events

How Personal Event Managers Are Key to Successful Events

by | Sep 11, 2023 | Conferencing on Campus, Industry Insights

How Personal Event Managers Are Key to Successful Events

When it comes to planning an event, it can be hard to know what you need. There are so many decisions to be made: the venue, the food, the programming, and about a thousand other things. But the decision to hire an event manager – invaluable.

University of Delaware’s Conference Services Event Management team has many years of experience in the hospitality sector, and a whole lot of insight into how personal event managers are crucial to a successful event. Our event managers discussed how they help and shared their expertise.

 

Knowing the Ins and Outs

“What is the most important thing clients are looking for out of their event?” asked Director of Conference Services Polly Weir. Across the board, the answer was service. Event managers ensure that, as the client, you’re getting high-quality service specifically tailored to your event. They see different kinds of events every day and know all the little details that might get forgotten about otherwise, Andy Bradford said. They’ll think of needs and issues that the client may not realize or even know exist, Christy Boylan added. For example, does trash pickup need to be arranged? For outside events, will there be bathrooms nearby or will portable toilets be needed? This is where it pays to have someone intimately familiar with the venue to be able to take care of all the little things and take the mental burden off you. Plus, as Lea Asti pointed out, on the day of, you’ll be free to participate in and enjoy your event.

 

“Event managers can offer clients an “elevated guest experience.” The customer service they provide is critical to what guests see, but also to what they don’t see.” – Leona Bankoski

 

Another challenge in hosting conferences and events right now is hybrid capabilities. Clients and attendees expect a hybrid option to be available, but don’t necessarily know what that would look like in the context of their event. Managers can help with that too. “Whether it’s allowing virtual participants or bringing in virtual speakers or presenters,” Boylan said, “it has given them the ability to expand their reach and expand the people that they are able to bring into their events.”

Weir and Asti remembered a Toys for Tots event many years ago where a senator was supposed to speak, but ended up being unable to attend. He ended up calling in and they held a microphone up to the telephone while he gave his remarks. Technology has come a long way since then, but successfully incorporating hybrid tech into an event is a lot more complicated than just throwing a Zoom video up on a projector screen. “You can fix a food problem in a hot minute, but it’s more difficult to fix some of the AV surprises that pop up [day of],” Asti said.

 

Things to Consider

Event managers can “make magic happen,” as Weir put it, but they do need some critical information from clients in order to do so. Here are some things to think about before meeting with an event manager:

 

What is your budget? What are your expectations for the event?
A good manager will be able to help balance your expectations and your budget to ensure you have a good experience that’s within your price range.

What is your overall goal with the event?
Are you trying to showcase a new product? Get together for job training? Have a celebration? Knowing this will help the manager steer the direction of the planning, Bradford said.

Will you be using any technology during the event? Do you want the event to be hybrid, and if so, what does that look like to you?
Depending on your needs, the manager can get AV tech experts involved in the planning process to help make sure everything goes smoothly.

What aesthetic or atmosphere do you want the event to have?
For example, if you want to lighten up a potentially stuffy event, you can incorporate any number of creative activities. If the manager knows the vibe you’re looking for, they can incorporate elements that help bring that atmosphere to the event.

 

Service is Key

There are a lot of decisions to be made when planning, and event managers are there to help keep the focus on what’s most important for the overall success of the event. Leona Bankoski said that, at the end of the day, most clients are looking for “an elevated guest experience.” Event managers plan in advance, but also think quickly on their feet to handle incidents that arise the day of. The customer service they provide is critical to what guests see, but also to what they don’t see, Bankoski said. “Nine out of ten times, the service we’re able to provide the client is what shines through to them.”

Ready for an elevated guest experience? Contact one of our Event Managers today.