Staff and Guest Engagement

The success of the recycling and compost programs at Asilomar relies heavily on staff and guests' involvement. Our staff actively participates in daily and weekly meetings, emphasizing the importance of waste reduction and proper waste separation. These meetings often lead to innovative ideas, such as the introduction of a centralized fruit and pastries platter, which reduces waste while enhancing the guest experience. At Asilomar, educating guests about conscious eating habits plays a large role in reducing food waste. To promote awareness and encourage responsible food choices, Asilomar implements education initiatives, such as table tents, to engage and inform guests about mindful consumption and waste reduction. We encourage guests to actively participate in recycling and composting, Asilomar fosters a culture of sustainability.

Evolving Sustainability

Over the past two decades, Asilomar’s recycling and composting programs have evolved and adapted to meet changing needs and best practices. Their longevity in sustainability efforts demonstrates their ongoing commitment to environmental stewardship. Asilomar extends their dedication to waste reduction even during catering events, opting for compostable cups, plates, and recyclable service ware. In addition, the dining hall meal tickets are printed on recycled paper, further emphasizing Asilomar’s commitment to sustainability. We prioritize sustainability in all aspects of their operations, Asilomar ensures that even special occasions align with their broader commitment to a greener future. Through their continued efforts, Asilomar has seen an increase in composting rates while witnessing a decrease in overall trash generation.

Asilomar’s Green Commitment

At Asilomar Conference Grounds, waste management is taken to the next level with an impressive display of sustainable practices. Thanks to the active participation of staff and guests alike, waste segregation is executed flawlessly, and education initiatives keep everyone informed and invested in the cause. Even during catered events, Asilomar's commitment to eco-friendliness remains steadfast, ensuring a greener future for all. The latest statistics show a diversion rate of 49.50%, a notable increase from last year's 46.27%. This success is a result of the effectiveness of their recycling and composting programs, which greatly reduce their environmental impact and demonstrate their dedication to responsible waste management. By continually improving their composting rates and reducing trash generation, Asilomar is setting a shining example of environmental stewardship and waste reduction.

Local Food Sourcing: A Key to Sustainability

Chef Baron’s philosophy revolves around locally sourced ingredients, firmly believing that sustainability lies in supporting local farmers and producers. Asilomar Conference Grounds is conveniently located near the bountiful Salinas Valley, often referred to as America's Salad Bowl, due to its diverse vegetable production. To bring his vision to life, Chef Baron has formed strong partnerships with local farms such as Coke Farm and Swank Farms. When asked about the partnership with Aramark Destinations, Dick Swank said, “Working directly with chefs is truly fantastic. Usually, big companies buy off mainstream vendors, but we enjoy supplying Asilomar with freshly picked produce, ensuring maximum flavor and freshness through same-day delivery.” By collaborating with these local establishments, Asilomar not only ensures the highest quality of ingredients but also cultivates a sustainable and traceable supply chain. This commitment to local sourcing significantly reduces the carbon footprint by minimizing transportation and refrigeration requirements. Thanks to the emphasis on prioritizing seasonal ingredients from these trusted farms, Asilomar Conference Grounds delivers dishes that celebrate freshness, flavor, and the vibrant local community.

Reducing Food Waste Through Planning

Addressing the significant concern of food waste in the culinary world, Chef Baron has wholeheartedly committed himself to combat this issue. Through meticulous planning and thoughtful purchasing techniques, he has implemented ingenious strategies that drastically reduce waste in the kitchen. One noteworthy approach involves adapting the menu in the employee dining room based on the surplus ingredients available. By cleverly pivoting and adjusting the menu to utilize the excess food, Chef Baron ensures that no ingredient goes to waste. Furthermore, to prevent unnecessary food purchases, Asilomar Conference Grounds proactively reduces the order size of the next food delivery. This conscientious approach minimizes waste and serves as a testament to Chef Baron's culinary expertise, resulting in unique and delectable creations that showcase his resourcefulness and culinary prowess.

Once you have narrowed down the venues you are interested in, review the menus that you are interested in and discuss these with the property’s event coordinator or manager. While the budget is always important, there are often other factors to consider. For example, be sure to check the menu to see what alternatives there may be for vegetarians, for people with allergies or for those who have religious dietary restrictions. It’s also a good idea to ensure that you ask for this information during registration so that it can be provided in advance.

 Ask if there is the option to have a tasting of some of the dishes or items that you are considering. Often times there might be events already scheduled prior to yours that are already be serving these items and the venue may be able to arrange for a sampling of these items for you to taste. Some venues will also arrange a private tasting of selected items for certain types of occasions such as a complex wedding or large social event.

If a tasting cannot be arranged, keep in mind that you do have some other options. Often times one can also get a sense of the kitchen’s culinary prowess by coming in for a meal during lunch or dinner or both (be sure to check their menu & Chef’s specials before coming in.)

1. Establish an agreed-upon form of communication with your attendees.

Will you use email, messaging, texting or social media like a Facebook group or event page for dates and web link for a housing list? When determining which platform to use for communications, be sure to ensure that everyone is a user (or is open to being a user) on that platform. It’s also an excellent idea to keep the event communications on a single channel.

2. Dates: Locking down agreed upon dates is a must.

Using an online polling tool such as a Doodle Poll will allow you to figure out what date ranges will and will not work for a majority of your family. If you have kids attending, school breaks may be your best scheduling option.

3. Location: Where do most of your family live?

Consider focusing on a central geographic area that would be the most convenient option for everyone. Is it a one-day drive location? Is it accessible and affordable for airline flights? What is the weather in the area for those dates? What is the seasonality of the possible venue? Some locations can provide more value on shoulder season dates vs. high season dates.

4. What is the purpose of the reunion?

Is it being held to celebrate a milestone such as an anniversary, birthday or wedding? That is a key question that will drive the design of the activities/agenda. What activities are at your ideal venue that would support your agenda? What is the interplay with the children and adults?

5. Accommodations: How will the reservations be made for the guest room block (i.e., number of rooms) that you contract with the hotel?

An efficient way to manage the process is by having the hotel provide an online booking option for your event so that the attendees can make their guest room reservations online for themselves. Otherwise, you will be serving as a reservationist/travel agent which is time-consuming! It’s imperative to obtain a commitment from family members that they will book their rooms at the host hotel and to not go out on their own looking for better deals. If they are allowed to do that, you will be stuck with an unfilled contracted room block. Most hotels will require a contract for your block of rooms, and there will be performance clauses regarding your use of these rooms so be sure to understand the ramifications and financial responsibilities if those room blocks are not fully utilized.

6. Meal Arrangements: How are the meals going to be handled?

Contracting with your hotel’s catering department is a great way to feed a large group. Obtain the catering menus early for pricing. Keep in mind that you will need to provide a guaranteed attendance count 48 to 72 hours in advance of the event. You may also consider allowing attendees to handle their meal options at the hotel restaurant. While a family member might suggest that pot-luck could be fun, hotels typically cannot allow large quantities of outside to be food brought into and served at the hotel. To do so might be a violation of health codes or licensing rules. And after all, they are in the business of selling food & beverage. Besides, don’t you want to maximize your time with your loved ones instead of acting as a caterer?

These suggestions are just a start, but they should assist you to get on the right track early on with your planning so that your reunion so that it will be an event to remember.

Written By Lauren Ross

For more information on booking your next Family Reunion, please contact Lauren Ross, Sales Manager for Small Groups, Asilomar Conference Grounds. www.visitasilomar.com

10. Searching for Sea Shells

Perfect for making jewelry or for treasuring moments at the beach!

9. Take Pictures

Take on the role of being the author of your own story. Having pictures to reminisce your vacation with the family and friends are always fun. If not, good photos are always great for your Instagram account!

8. Ride a bike

Riding a bike along the beach is always nice to do especially if you are near a beach with so much beautiful scenery. Maybe you will perchance see someone from the cast of Big Little Lies.

7. Read a book

Having a nice book to read on the beach is always relaxing plus you can get in a nice tan on those sunny days!

6. Play Volleyball

Many families' best memories are during a volleyball game on the beach.

5. Build a Sand Castle

Building a sand castle is always an exciting team bonding activity, and the kiddos love it too!

4. Picnic

Picnics on the beach are always a must thing to do especially in the evening if you would like a romantic setting for you and your partner.

3. Fly a Kite

Flying a kite always brings a smile to peoples’ faces especially if it’s your first time.

2. Surfing

Catching some waves is also a must thing to do at the beach!

1. Watch the Sunset on the Beach!

Asilomar State Beach is known for its most beautiful sunsets. While enjoying the view, make sure to attend our Sunset Music Series.

For more information on Asilomar Conference Grounds, please our Things To Do page.

Team building activities can include both competitive and collaborative team building activities. These and other experiences encourage team bonding and camaraderie. Volunteering as a company is also a team building activity that is on the rise, which has the added benefit of tying into the increased emphasis companies have on Corporate Social Responsibility.

Team building activities have come a long way from simple icebreakers and trust falls. Competitive activities like Beach Olympics allow teams to own their actions by producing meaningful results. Plus, prizes are always a great motivator for a team. Collaborative activities, such as Scavenger Hunts, can push teams to work together to produce results. They have to work together, talking and thinking, to continue to the next step. There are many companies that corporate groups can work with that will show how much fun it can be when employee engagement is encouraged. In the Monterey, California area, Adventures by the Sea creates all kinds of team building scenarios in on the beach, or even in the conference venue. Escape rooms are another new trend in team building. Monterey now features Exodus Escape Room, where the teams are put into “locked” rooms with themes like Sherlock’s Study or the Masquerade Room, and the team must work together to solve the clues to find the key to the door.

Team bonding experiences can vary by location. Some venues will have access for groups to ride bikes, rent surfboards or kayaks, and even play in a volleyball or billiards tournament. Many corporate groups headquartered in cubicle-style offices will find that it is a refreshing and invigorating experience to get out into nature and enjoy the sunshine. If the conference space does not promote these kinds of activity on grounds, the surrounding community can provide a wealth of ideas. Groups are often provided with free, or discounted, tours of places like State Parks, Museums or area attractions. In the Monterey Bay area, there are world-class attractions like the Monterey Bay Aquarium, Cannery Row, Pacific Grove Museum of Natural History, Asilomar State Beach and Point Lobos State Natural Reserve.

Corporate Social Responsibility is a value that many companies are expanding on. In addition to making companywide choices to be more sustainable or reduce the carbon footprint, organizations can emphasize their CSR by encouraging employees to volunteer. In the Monterey Bay area, corporate groups can have a meeting with meaning when they connect with partners such as Save Our Shores, Elkhorn Slough Foundation or the Surfrider Foundation. These organizations can set up the beach, park, or slough cleanups that make a visible difference in the environment. Groups can set out in teams and record data through an app of all the debris and garbage they collect. This is how many non-profits can produce data on the billions of pounds of cigarette butts are collected each year and other types of environmentally damaging waste.

The most important part of any team building activity is for the group to disconnect from their comfort zone and everyday work and to connect with the other people that make up their team. Whether one chooses to arrange a competitive, collaborative or a volunteer activity, the team (and organization) will reap the rewards through better team communication and collaboration.

For more information on Team Building, please contact our Sales Manager of the Corporate Market, Asilomar Conference Grounds. www.visitasilomar.com

Written by Ashley Soria

Woohoo! You just got engaged! Congratulations galore, coming from family and friends! It feels great, doesn’t it? Unfortunately, this is usually followed by the most intimidating question “When’s the date?” Don’t feel pressured by this. You and your new fiancé need to take some time to breathe and talk about your plans before you commit to a date. Ask yourself, is a date that important to the two of you? Imagine finding your dream venue and they “don’t have your date available.” This is where my first piece of advice comes in. Pick your venue before selecting your date. The path to finding the perfect venue can be challenging. So be sure to ask yourself the following questions to help narrow it down:

What do I want my photos to look like?

Remember this is the part of your wedding that will live on forever, beside your undying love for each other, of course. The most interesting wedding photo albums have variety. Consider what types of varied outdoor landscapes are available at your venue. Maybe you would prefer a more natural woodsy setting, a stunning beach backdrop, or those glamorous cathedral stairs? Natural light always makes for the most beautiful photos, so you’ll want to fit some outdoor photos during your event. Now think about your indoor shots, is the room you’re considering provide an interesting backdrop? Or is it just another empty rectangle? Choosing a space with interesting architecture will certainly liven up the shots of all the décor you’ve worked so hard at putting together. Look for interesting ceilings, rock work, big windows, and if you’re really lucky maybe even a view.

Do I want a destination wedding or is keeping it close to home important?

If your family is lucky enough to reside in a single location, keeping it close to home could be a great choice. It will ensure that all of your guests get to attend and won’t have to plan for extra transportation or lodging. On the flip side, who doesn’t love an excuse to get out of town for a couple of days? Planning ahead will give your guests plenty of time to prep for the trip. There are not many occasions in life that bring families together for a weekend, but your wedding will be one of them.

What is my ideal wedding size?

Determining your guest count will help you figure out which venue can best accommodate you. A small intimate wedding allows you to spend more quality time with each of your guests. It also can impact significantly on your budget. Most wedding venues offer per person pricing, so your count will be directly proportionate to overall cost. A large wedding assures that no one is left out and everyone gets to attend. It makes for a fun and lively night.

Am I going to have a child-friendly event?

If you are planning to have a lot of kids attending, considering offering a space (such as a craft table) that is friendly to them will be important. It will ensure that their parents and the rest of the crowd will have a good time. A little bit of outdoor space can be a great option. Kids love being outside, even if it’s just a small patio or deck area.

Once you have answered all of these questions, you will be well-prepared venue shoppers! You will be able to narrow in on your perfect venue based on the criteria you have developed. Remember to have fun throughout the process; you will eventually find the place that will be perfect for both of you!

For more information on booking Weddings or events, please visit our Weddings page.

You’ve booked your venue, you have pinned down a date and space to in which hold your Amazing Wedding. What’s next? Getting your vendors in place is going to be the next biggest piece of the puzzle. There is a lot to consider when deciding on who the perfect people are for this.

1. You will need an Officiant, someone to marry the two of you.

Considering that the most important thing about this big day is that you and your fiancé are married by the end of it, booking your Officiant is number one. There are many directions you can go in when it comes to your ceremony, and, your officiant will set the tone for the whole event. Think about Wedding Ceremonies you have seen and which seemed the most touching and enjoyable to you. Do you envision a traditional religious/spiritual ceremony? If this is the case, you would want someone that is familiar with the customs you are interested in including. Maybe a short and sweet ceremony unique to the two of you sounds more appealing? If so, consider a less traditional officiant. Either way, be sure to meet with your potential officiant in person to ensure that their way of conducting a ceremony will be in tune with your needs and wants.

2. You will need an MC to lead guests through the events of the Wedding and a DJ or Band to provide music for your ceremony and reception.

There are a lot of possibilities when it comes to music and entertainment for your event. Live bands are fun but can take up a lot of space. They also don’t offer quite as much versatility as a DJ would, but they can be more interesting to watch. If you are picturing a very elegant event with more mingling than dancing, consider a harpist or string quartet. Just remember when considering live musicians, that you will still need an MC for your event. If you’d like your guests to dance the night away and be able to request songs, a DJ is a way to go. A lot of DJ’s are MC’s as well, so they will be able to take care of both needs in one shot!

3. You will need a Videographer/Photographer to capture all the beautiful moments of the day.

After all the work you have put into your Wedding Day, who are you going to entrust with capturing everything? Finding a Videographer/Photographer that you makes you feel comfortable is number one, that way you’ll be able to relax while they capture the moments and memories. Another important factor is finding someone who is familiar with your location. If they are familiar with the location, they will know all the best spots to take photos and exactly what to capture.

4. You will need a Florist to provide centerpieces as well as personal floral for you and your wedding party.

Choosing the right florist can be tricky. There are so many to choose from and so many flower and arrangement types, where do you start? Seeing different flower types in person is key. Going to a florist with fresh flowers on hand, allows you to see different flower types in person and helps you to figure out which types speak to you. A great florist will be able to take the flower type you like and build around it. Asking to see photos of past work is important as well. You will be able to recognize their style and determine if it fits with your own.

5. CAKE, CAKE, CAKE!

There is nothing that screams Wedding Tradition quite like a beautiful Wedding Cake. There are so many options and decisions when it comes to this category. Size, Shape, Flavor, Décor, and Cake Topper. An experienced baker will be able to tell you exactly what size you will need for your guest count and guide you through the rest of the process. The most important thing when choosing this vendor is to try the cake yourself. Everyone has a different opinion on how a cake should taste, so you will feel a lot better about your purchase if you have personally tried it. Most bakeries will offer several different flavors in one cake so that you can provide a little variety of your guests.

6. You have the option of hiring a Wedding Planner or Day of Coordinator to organize all of your vendors and details of your event.

If you decide to have a Wedding Planner handle all of the details of your event, you need to find someone that you communicate well with. They need to be able to actualize and project manage your entire vision, which can be tricky if you aren’t on the same page. Coming up with a few simple interview questions to ask, when you’re interviewing your potential Wedding Planner, can help you get to know them and their taste.

A “Day of Coordinator,” is a nice option if you have all the preparations handled and just need some extra assistance on the day of. The “Day of Coordinator” will set up your décor and make sure all of your vendors arrive on time. They will also manage your ceremony and get you down the aisle! It’s a great service that helps things run smoothly. Often a friend or family member volunteers for this, but remember you want them to have a fun stress free day as well, so sometimes hiring an outside person for this is the best choice.

Ultimately, your wedding is about the two of you. The perfect vendors will make you feel comfortable and confident in the services they will provide.

For more information on booking Weddings or events, please visit or our Weddings page.

1. Budget

Get this not so fun one, out of the way first. Before planning anything, you’ll need to have a budget established. By having a solid idea of how much money, you have to work with, you will easily be able to determine the location of your event and which amenities to include. By strategically managing the budget, you’ll be able to make sure that you create the very best party for your team-you might want to consider offering a Cocktail reception, live music or even s’mores fireside to end the night!

2. Number of People

Knowing the number of people attending is key in determining the space you need, and ultimately, which venue to book. If cost is an issue, consider hosting a holiday party lunch instead of dinner. A daytime event can eliminate the need to give employees the option to invite another guest and also accommodates employee holiday schedules. Also, keep in mind that time out of the office during the workday is also a nice perk for your team! Day events can also help avoid issues around alcohol as it is possible that your team will be returning to work. Smaller groups also allow for a more intimate setting which gives your team the opportunity to connect with their coworkers.

3. Plated or Buffet Meals

It’s most likely that you’ll want to include a presentation during your event to celebrate the year’s accomplishments. If so, a plated meal is an excellent choice to avoid audience distractions. Besides, this type of setting is great if you’d like more control over the menu items and portions. On the other hand, it may cause a little more legwork because you’ll need to determine the counts for the main entrée choices in advance. If you desire a more relaxed setting, a buffet style setup may be for you. You’ll typically be able to offer more food options (a bonus for picky eaters), and because your team will be up and moving around, mingling is more likely. A more casual, yet elegant option, is to offer a heavy reception of tapas or dessert. This allows attendees to be moving around while they mingle, really livening up the event.

4. Day event or evening event

When planning evening events, you can include live music, dancing and a cocktail reception! Sounds fun, doesn’t it!? Daytime events have significant benefits, as well. You’ll be able to ensure all employees can attend, especially those with conflicting holiday schedules. Also, a daytime event will allow your hardworking team to enjoy the day knowing they will be spending a few hours outside of the office, um yes, please! Overall, both are great choices – it’s up to you to determine the best time to celebrate everyone’s hard work for the year.

5. Location

Location, location, location… this sets the tone to the event. If it’s a night event and you are interested an upscale setting, you may want to look for a private ballroom. There are also venues that offer a beach view, woodsy ambiance, or garden setting. Perhaps an outdoor BBQ event with some fun team building activities on the beach may best fit your culture. However, especially here on the California coast make sure to consider the weather. Weather in the Monterey area is unpredictable in December. One day it’s 70 degrees and the next it can be pouring rain. Booking an indoor venue that has large windows, natural sunlight, and wide doors to open, maybe the best solution to keep clear of the rain. Driving distances and time are also a factor to consider. Find out if the venue you are planning to work with provides shuttle services. Investigate what their parking situation is like. Will there be a fee to park? Is there a parking garage?

Asilomar (meaning "Asylum or refuge by the sea" and pronounced a-SIL-o-mar) is a combination of two Spanish words: "asilo" and "mar".

The Asilomar concept was first born in 1897, when the YWCA held its first western regional conference at Mills College near Oakland, California. Later, between 1900 and 1911, the Pacific Coast Field Committee conferred each year at the old Hotel Capitola near the beach at Santa Cruz. The committee was then composed of some of the most influential and prestigious women in California: Phoebe Apperson Hearst (mother of pioneer publisher, William Randolph Hearst), Ellen Browning Scripps (a successful publisher), Mrs. Warren Olney and Mary Sroufe Merrill (who authored a history of Asilomar and its founding).

In 1912, the Hotel Capitola was destroyed by fire, and that summer Hearst opened her estate, Hacienda del Pozo Verona, near Livermore, for the YWCA's leadership conference. The conference was held in a miniature tent city furnished with iron beds, mattresses, blankets, electricity and running water for over 300 attendees. The red and white canvas tents and equipment that Hearst provided were later to become the original furnishings of Asilomar. It was at this conference that Hearst embraced the YWCA's idea to build a western conference grounds.

Asilomar Conference Grounds, with over 105 years on the Monterey Peninsula, offers a unique setting that combines beautiful architecture, historic charm and a treasure trove of memories for our guests. With plenty of activities for people of different ages and interests - you will never have a dull moment here. With its windswept location on the California coast – Asilomar is exactly where you should be if you seek to disconnect and unplug from your everyday routine.

We do not have phones or TV’s in our guestrooms and we serve all our meals as a family-style setting. These customs help reinforce a peaceful and relaxing experience. We do encourage outdoor activities, sightseeing of wildlife and becoming familiar with our history. We have historical rooms that our guests can enjoy as well as onsite amenities like bike rentals, walking tours, park store, café, pool, and volleyball and let’s not forget the BEACH!! Your stay is precise that refuge by the sea where you are one with nature.

For more information on things to do at Asilomar, please visit our Things to Do page.

As a state park, we are a unique property that provides distinctive experiences for our guests as well as to the public. We are lucky to have wildlife, history and the beach to make any trip a fun one! Park staff-led tours provide a wealth of knowledge about this coastal refuge, and you will walk away with a new perspective or a renewed appreciation of Asilomar's natural and cultural history. There are 3 Tours you can attend:

1. Asilomar Birds & Their Habitat Homes

An easy walk through the lower Conference Grounds to discover how the approximately 60 different bird species at Asilomar utilize their respective habitats.
Topics include:

• The most common Asilomar birds and how to identify them
• Their natural history
• Recommendations for local birding spots to check out

2. Asilomar Ramble

The Asilomar Ramble is an overview of the historical beginnings of Asilomar, the park’s distinctive and large collection of Julia Morgan architecture. Learn about Asilomar’s unique history as one of the first conference grounds to be owned and operated by a women’s group in the United States.

3. Dunes & Coast Trail Hike

You will learn about the preservation and management of this unique natural habitat – the last of its kind in Pacific Grove. Visit the Asilomar Native Plant Greenhouse where seeds are germinated for the management and conservation of the Asilomar Conference Grounds forest and dunes habitats.

Make sure to include these tours as part of your itinerary this summer!

For times and dates please go to our State Park Ranger-Guided Tours page or visit the CA State Parks Website.

When it comes to your reception meal, choosing a venue that also provides your meal and bar service can save you a lot of time and effort. When your venue provides the meal, the food quality may be better as well, because the food comes right out of the kitchen and doesn’t have to travel. For Wedding Receptions, there are usually two food service styles to choose from, Buffet and Plated Meals. There are pluses and minuses to each.

 A buffet-style meal is a service in which several salads and entrees are available on a line. The food is replenished throughout the dinner hour. The advantage of a buffet style meal is that there is plenty of food! Your guests can get second helpings if they are still hungry or want to try something different. You can provide several options for guests to choose from. You will not have to worry about counting up meal choices or making special requests for different eating styles. The downside to the buffet is the space it takes up in your reception room and the potential to have guests standing in line. If you do go with this option, be sure to have someone release tables, one at a time, to eliminate long waits in line.

A plated meal is a very elegant service in which guests are served directly at their tables. There are usually at least two courses, and each guest may choose in advance the meal that they would prefer. A plated service takes up no space in your reception room, which gives you space for those extra ten guests, a candy buffet, or memorial table. A Plated Meal is a little more work on your part because you will need to have RSVPs for each person’s meal type. You will need to create name cards with color codes or symbols to indicate meal choice. This will ensure that the service goes flawlessly.

Be sure to check with your venue on the number of guests recommended per table. That will give you an idea of what will be the most comfortable while dining. This will also help with planning your seating arrangements. You will need to put together a Seating Chart or Escort Cards to ensure each guest finds their appropriate seat. The tables can be noted by either name or number. One of my favorite tablescapes had tables named after National Parks the couple had visited together.

One thing you cannot go wrong with is offering a cocktail hour with appetizers or hor d’ouevres following your ceremony. This will also allow your guests to be occupied while you and you're beloved spend some time with your photographer. This brings me to the different types of bar service. There are two terms you will surely hear, while you’re on your planning journey.  “Cash Bar” and “Hosted Bar”…..what does that even mean? And what’s the difference?

A “Cash Bar” will be a fully stocked bar that where guests will purchase their drinks. Despite the name “Cash Bar” they almost always take credit cards as well. It is worth a quick confirmation with your venue that they will accept credit/debit at the bar. If you decide to go this route, be sure to get a drink pricing list. That way if any of your guests ask, you will have that info. A cute way to inform them ahead of time that they will be buying their drinks is to include a stylized drink menu with pricing and meal menu with the invitation.

A “Hosted Bar” is a bar service that is paid for the wedding couple. In other words, the couple is “hosting” the bar service for the guests. There are several options when it comes to hosting some or all of the bar service. You can decide to host the first hour for the guests and then go to cash afterward, or you can host the whole duration of the event. Another bar option that is popular for Wedding Receptions is hosting beer and wine only; liquor can be made available for purchase or not stocked on the bar at all. This type of bar is known as a California Bar. The California bar can be a good way to host on a budget, as it won’t be quite as expensive as the fully hosted bar.

For more information on booking Weddings or events, please visit our Weddings page.

And finally, the fun part! Dressing your wedding up to reflect your style and taste. The possibilities are endless. You can go super extravagant with your décor or keep it simple.

Choosing your color scheme is the biggest detail. This will narrow your décor decisions down, at least a little bit. The Pantone color of the year 2018 was announced as Ultraviolet. This might be a fun color to consider, deep, bright hues of purple. Bohemian is also on trend for 2018, a bright, colorful theme including dream catchers, festival motifs, and even tie-dye. Classic Romantic is forever a staple in the wedding décor world, showcasing gold and blush tones, usually featuring ivory and lace. Keep in mind the style of your venue, when picking colors and theme. A more rustic venue will be beautifully dressed up in lush greenery with seeded Eucalyptus and succulents of all sorts. While a hotel or mansion will be more agreeable with lots of crystal, sparkle, and gold.

There are several easy ways to completely transform your wedding reception space. Linens are always a good place to start. Floor length linens add an elegant touch without breaking the bank. Runners are an easy way to add some color and dress up any table. For 2018, burlap is back, and velvet is trending for runners. Sheer runners or overlays can add a little color while still being subtle.

The type of chair you choose can change the whole feeling of the room. Vineyard chairs are a great rustic, yet sturdy, option. Chivari Chairs offer classic, Italian, elegance and are available in lots of colors. Fabric chair covers are a very cost-effective way to transform any chair. The sash will allow you to add some color to the chairs as well. Just make sure you sit in the chair before you make your choice. Comfort for you and your guests is the most important.

Beyond your décor, there are a lot of fun extras that can be added to your event to make it more unique. Deciding on a fun favor for your guests can be challenging. There are SO many options when it comes to this; it can be overwhelming. One of my personal favorites is when couples provide the guests with a small plastic frame, to keep their photo strip in, from the photo booth. Photo booths with props are so much fun for guests, and you will forever love looking at all the photos! Some other fun ideas are making a spice rub, jelly, or small potted plants. They may be a little more work but add a special personal touch.

Sweets are always very popular with guests, and a candy buffet, donut wall, or chocolate fountain never seem to go unappreciated. Late night snacks have become increasingly popular, chips and dip, popcorn, pizza, or even a taco truck are possibilities.

The thought of what a wedding “should be” often has a strong sense of tradition attached, but remember, ultimately, it is YOUR big day! And if you want to break every wedding tradition in the book, you can! The most important thing is to keep it fun and personal to the two of you.

For more information on booking Weddings or events, please visit our Weddings page.

1. Set Goals

As the meeting planner, it’s important to communicate the purpose of the event to your team. Be clear about what you want to achieve, other than a fun day out of the office. This will help set the tone for what kinds of activities would be best suited to reach the event objectives. For example, a Scavenger Hunt is a collaborative activity that can push teams to work together to produce results. Competitive activities like Beach Olympics allow individuals to own their actions by producing meaningful results.

2. Establish Team Leaders

Some people will want to be on the same team as the boss- the CEO, the Founder or the Director. Others may be most comfortable working with team members on their own level. It is best to select non-management staff as team leaders from the company based on their enthusiasm and integrity. Great leaders will encourage their team members to exchange ideas and participate in the task at hand. This will also prevent impressions of favoritism in the organization.

3. Organize An Event Away From The Workplace

The conference room at the office is just not the most inspiring place for teambuilding. Whether you pick a mountain resort, glitzy city or seaside retreat, it’s important to get the venue right. This will inspire the team outside of the meeting room so they can socialize, have fun and connect with one another. Consider activities that will balance the team’s abilities, interests, and demographics.

Hosting a teambuilding event will demonstrate to the staff that you appreciate them and are willing to invest in their success. It could also be exactly what is needed to recharge your staff’s batteries and refresh the office atmosphere to achieve future success.

For more information on Team Building, please contact our Sales Manager of the Corporate Manager, Asilomar Conference Grounds.

Written by Ashley Soria

Water Conservation

Water is a natural resource that is critical to the wellbeing of the environment. Not only does water promote ecological health, it is important from an economic standpoint as well. Many industries, including hospitality, depend upon this resource to be successful. Water is limited in supply, however – especially in arid and drought-prone environments. That is why it is important to implement water conservation practices and always be on the lookout for water conserving technology. Some ideas include installing aerators for sink faucets, low flow shower heads, and water recycling systems. These small financial investments can end up saving money in the long term while also helping your property’s sustainability efforts.

Controlling Energy

Energy use from gas or electric is a major source of harmful air pollution and contributor to greenhouse gases. In addition to the long-term environmental consequences, energy use is often times a large financial expense for a business. Thankfully, there are several ways to reduce energy use that are easy and with minimal cost. Start out by assessing your current light fixtures and other energy-intensive appliances. Make sure to upgrade to LED lighting, and, when it comes time, replace older equipment with the newer and more energy efficient models. Also make sure to inform your employees about the small things, like turning off lights and computers at the end of the workday. Just remember that little bit of effort can go a long way!

Food Sourcing

Local food sourcing is an excellent way to provide hotel guests with a unique and sustainable dining experience. By creating a menu that offers local produce and seafood, for example, you can showcase regional delicacies that might not be offered in other places. And by purchasing locally, you can reduce the amount of harmful carbon emissions that result from transportation of food supplies. It is a fantastic way to support local agriculture and other food-related businesses in the area. To save on costs, request seasonal options and purchase in larger quantities.

ISO 14001

ISO 14001 is a rigorous standard and certification program that is used to assess the sustainability of a business. During the implementation process, environmental impacts are identified and control measures are put into place. ISO is based on the cycle of continuous improvement, which means that certified hotels are held to a very high level of sustainability.

In today’s world, a business will need to incorporate environmental sustainability into their overall mission in order to be truly successful. As you can see from the above examples, this is not as farfetched as it seems. Start out small, and eventually, you will create a culture of sustainability that is as remarkable as your location!

For more information on sustainable practices at Asilomar Hotel & Conference Grounds, please contact Jill Heymsfield, Environmental Sustainability Coordinator.

Objective

Consider the overall purpose of your gathering. What do you want to have accomplished at the completion of the event?  Is it a meditative and spiritual event?  Is the event informational? Would a rural, suburban or urban location be best suited for the content and end objective?  Are there components in the program for needed breaks for the attendees?  If so, what activities should the venue plan to support? 

History 

Think about, and gather feedback, regarding what worked well and what didn’t during previous events. Which sites have you used for previous meetings or retreats? Was it the right venue for your group? Was the pricing at the appropriate level for your attendees? What was the atmosphere of the previous place? Was the environment in tune with the goals of your event? Are there any pain points you wish to avoid in your next event? 

Registration Logistics

Controlling the registration and booking process will better allow you to avoid attrition to deliver on your room block commitments. Are you setting up a registration program that will enable your attendees to make reservations?  If they try to book a room outside the block, will there also be a price increase for the registration or will you mandate that they use the hotel block to attend?

Financial Obligations

Financial obligations are contained within hotel and conference center contracts; therefore it’s important to have a financial management plan for your religious group meeting. Who is underwriting the event?  Do you have the fallback finances if the program attendance and guest room usage is not as expected?  If you depend on covering all the contractual obligations by expected attendance alone, you would be exposed financially if for some reason registration is off. If this is a first-time event be cautious and conservative on your commitments.  If a central element of the meeting is a key topic or speaker, what will happen to your attendance if there is an unexpected programming change?

Program Content

Is the program well defined before contracting with the venue?  Without this information, you may be hard-pressed to understand your logistical needs for meeting space and audiovisual requirements within the meeting space you are contracting.  What would the ratio of attendance be for running simultaneous breakout sessions compared to determining the size of the breakout rooms? Once you have signed a contract, there is the chance the hotel may not be able to provide additional meeting space.  If you request more meeting space, the terms of the agreement could change due to the issue of the amount of meeting space you would require versus the size of the contracted block.  Hotels are very stingy with meeting space commitments which are all predicated on the total room block to meeting space ratios they have established to ensure profitable allocations.

For more information on booking events for Spiritual/Religious groups, please visit our Meetings Page.

There are many things for a meeting planner to consider and think about when planning a conference as there are lots of details.  Below is a quick checklist of things to think about when starting your planning. 

• Have an agenda together, even if it’s a rough draft, it will assist in the planning. Send this to your contact early.
• Do you need to get into the meeting room early to set up materials, signage, or audio-visual equipment?
• Designate a location for Registration, does this need to be separate from the general session or can it be in the same room?
• Confirm the set-up of the meeting rooms – tables, chairs, podium, head tables, poster boards, easels, etc.
• Pick out menus for your events – breaks, breakfast, lunch, dinner and receptions
  • Let your contact know of any dietary restrictions
• Confirm your audio visual needs
• Review BEO’s – confirm that the times, set-up and food orders are accurate
• Let your contact know of any events that are happening outside of the venue or even at the venue but not in the meeting space. Will there be busses picking guests up?  Will additional equipment/supplies be needed for these events
• Plan a meeting with your contact prior to the start of your event. This is a great time to meet the team and make any final adjustments to your conference as needed

Keep in mind this is a starting point, depending on your conference there will be many other details to consider and plan

Most of all start the process sooner rather than later, that way you have time to make adjustments as questions come up or if the program changes.

A Partnership Rooted in a Sense of Place 

It is often said that the most successful preservation of historic buildings comes not from isolation, but from thoughtful, ongoing use. At Asilomar Conference Grounds, this belief is not theory—it is daily practice. Our enduring partnership with California State Parks exemplifies how a public-private collaboration, grounded in shared stewardship, can protect the past while enriching the present. 

At our core, Asilomar is about people creating experiences that matter. Hospitality here is not transactional; it is personal and deeply rooted. Guests and clients are welcomed by team members who have devoted their careers to this extraordinary place—individuals who see themselves not simply as employees, but as stewards of Asilomar's purpose, history, and future. 

Today, Asilomar Conference Grounds encompasses 55 historic buildings spread across 107 acres of protected native coastal landscape. Listed on the National Register of Historic Places, the property represents a rare convergence of architecture, ecology, and cultural legacy. Aramark takes great pride in executing carefully planned restoration and product enhancements that honor the architectural integrity of each structure, while aligning fully with California State Parks' mission to preserve this iconic California treasure for generations to come. 

As custodians of this land, we are continually inspired by the environment in which we work. Asilomar offers a profound sense of place—one that invites reflection, connection, and renewal amid dunes, forest, and ocean. Through our partnership with Rana Concepts, we actively support the cultivation and expansion of the grounds' unique ecological diversity, ensuring that preservation extends beyond buildings to the living landscape itself. 

Sustainability also shapes the experience at the table. Our culinary team places responsible sourcing and sustainable practices at the forefront, crafting creative menus tailored to the needs and values of each group we serve. Beyond conferences, Asilomar has proudly launched a robust calendar of cultural programming, opening its doors to the local community and inviting them to experience the magic of this place. 

Rooted in the rich cultural fabric of California's Central Coast, Asilomar serves as a refuge for creativity—hosting live music, art, and gatherings that celebrate expression and connection. Here, history is not simply preserved; it is lived, shared, and continually reimagined through a partnership that honors the past while embracing the future.