How Park Hyatt Aviara Resort Uses Proactive 3D Tours & CGI Setups for a Record Group Year

MEETINGS & EVENTS

Park Hyatt Aviara Resort, Golf Club & Spa is a AAA Five Diamond coastal retreat in Carlsbad, California featuring 327 luxury rooms and suites, an Arnold Palmer golf course, and 200,000+ sq. ft. of indoor and outdoor event space across 250 acres.

Why it matters: Bryan Hart, Director of Sales & Marketing, shared how his team of group sellers and event planners embeds Visiting Media 360° tours, CGI room setups, and personalized leadership videos into every proposal.

Proactive visual selling helped propel Park Hyatt Aviara to an all-time record year for group room nights achieved in over a decade.

Top 3 Core Objectives: With 60% group business and a complex footprint of ballrooms, foyers, pre-function spaces, and coastal lawns, Park Hyatt Aviara needed a high-resolution way to showcase event flow and scaled room setups.

Win shortlist placement: Send tailored virtual tours proactively in every initial RFP response so planners experience the Grand Ballroom and outdoor terraces before scheduling site visits.
Visualize scaled CGI setups: Enable event planners to walk clients through scaled 3D/CGI classroom, banquet, and reception setups showing exact table spacing, sightlines, and staging.
Personalize luxury outreach: Pair custom property tours with recorded welcome videos from the GM, Executive Chef, and Director of Golf matched to each group’s program priorities.

Innovators Mentioned

Visiting Media

Bryan Hart

Director of Sales & Marketing

Park Hyatt Aviara Resort, Golf Club & Spa

"“Whether the client is ready to plan a site visit yet or not, the sales team is sending the virtual tour link to get a feel for what this expansive ballroom or outdoor terrace looks like. This helps us land on the shortlist more quickly.”"

Bryan Hart

Director of Sales & Marketing

👍 Director of Sales & Marketing Bryan Hart said that Director of Sales & Marketing Bryan Hart noted that proactive 3D and 360° tours eliminate dropped cell-phone video walkthroughs and land the resort on planner shortlists faster.:

"“Whether the client is ready to plan a site visit yet or not, the sales team is sending the virtual tour link to get a feel for what this expansive ballroom or outdoor terrace looks like. This helps us land on the shortlist more quickly.”"

⚖️ The selection process: During their research process, Bryan Hart evaluated Visiting Media's product differentiators, customer support, and holistic value as a strategic partner and ultimately decided that Visiting Media was the best fit solution:

Director of Sales & Marketing Bryan Hart said, about their decision: "“The event planning team frequently uses the CGI portion to showcase different setups to scale, showing max seating and exact space between tables, chairs, and aisles.”"

📈 The results: Park Hyatt Aviara integrated Visiting Media across group sales and event planning to support an all-time record year in group business.

- All-Time Record Group Year: Park Hyatt Aviara achieved its highest group room pace in over a decade, citing Visiting Media as a core sales enablement driver.
- Faster Proposal Turnaround: Group sellers save hours every week by sending curated, role-specific tour links instead of assembling static photo decks.
- High-Confidence Event Planning: Event managers use scaled CGI setups to finalize banquet and classroom layouts remotely with luxury corporate and incentive clients.