Strategic Solutions for Today's Planner
Fall 2015
Inside this issue:
Destination Planning Guide Page 27
CORPORATE PLANNING GUIDE BEST PRACTICES FOR YOUR NEXT RFP NETWORKING KNOW-HOW TECHNOLOGY TRENDS 2016
PM 40063056
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FEATURE STORY 20 BEST PRACTICES
RFPs: A View From Both Sides
By Jennifer Glynn and Joe Nishi
CONTENTS FEATURES 5
EDITOR’S NOTE
8
MEETING PLANNER PROFILE
Leanne Andrecyk
12
NETWORKING
By Angela Zaltsman
14
BUILDING BUZZ
By Ben Moorsom
16
PROGRAM DESIGN
By Amanda Stewart
24
TECH TALK
By Richard Maranville and Wilson Tang
27
DESTINATION PLANNING GUIDE
Networking know-how
Training with a twist
Programming Success
Technology Trends for 2016
Destined for Excellence
54 WELLNESS
Neuroleadership: The key to career and life success
By Carey-Ann Oestreicher
58
GRAPHIC DESIGN
Grabbing graphics
By Annie Ratcliffe, Rosie Chapman-Smith and Jenny Faucher
60
PLANNING SOFTWARE
By Mike Mason
Success with eRFPS
62
DESIGN AND DECOR
By Marla Brown
64
AUDIO VISUAL
By Jordan Benson
66
GLOBAL MEETINGS
By Issa Jouaneh
Events by design
The company you keep
Into Africa
68 OPERATIONS
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EDITOR’SNOTE
MEETINGS FOR CHANGING TIMES
Corporate Meetings & Events Volume 16 Number 2 Publisher Chuck Nervick Managing Editor Sean Moon Digital Media Director Steven Chester Senior Designer Annette Carlucci Designer Jennifer Carter Web Designer Rick Evangelista Production Manager Rachel Selbie Production Co-ordinator Karlee Roy Marketing Co-ordinator Zoya Zajac Circulation Maria Siassina Directory Manager Petra Brown Editorial Advisory Board Leanne Andrecyk, Creative Director, ZedEvents Sandy Biback, Principal, Imagination Meetings Lynda Hoff, Chief Strategist, LNH Strategic Event Management Ben Moorsom, President and Chief Creative Officer, Debut Group Joe Nishi, Regional Director, Meeting Encore Francis Pare, Account Manager, Zeste Incentive Martin Perelmuter, President, Speakers’ Spotlight Rita Plaskett, President, Agendum Inc. Brent Taylor, Principal, Timewise Event Management Inc. Angela Zaltsman, A to Z Event Management
For advertising information Contact Chuck Nervick 416-512-8186 ext. 227 chuckn@mediaedge.ca Contact Petra Brown 416-512-8186 ext. 233 petrab@mediaedge.ca For editorial enquiries Contact Sean Moon 416-512-8186 ext. 273 seanm@mediaedge.ca Printed and published two times per year by MediaEdge Communications Inc. Printed in Canada. Reprint permission requests to use materials published in Corporate Meetings & Events should be directed to the publisher. Circulation Inquiries 5255 Yonge Street, Suite 1000 Toronto Ontario M2N 6P4 416-512-8186 ext. 232 circulation@mediaedge.ca Corporate Meetings & Events is published twice a year. (Fall and Spring). Subscriptions rates: two years $35.00; one year $20.00; Single copy $12.00. USA: one year $35.00. International: one year $45.00. All prices include applicable taxes. The Annual Industry Source Book (Spring issue) Is included with every subscription. MediaEdge Communications Inc. All rights reserved. The contents of this publication may not be reproduced by any means, in whole or in part, without the prior written consent of the publisher.
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When Bob Dylan first sang about the “times a-changin’ ” more than half a century ago, it quickly became an anthem for a generation that would soon experience the global political and cultural upheaval of the 1960s. But even though those changes were significant, most took years to become entrenched. If Dylan were to update the lyrics to his folk-rock masterpiece, I wonder what he would have to say about the increasingly rapid pace of change in today’s society. The last two decades — a metaphoric blink of an eye — have witnessed, among other things, the advent of social media, smartphones, mobile technology, the proliferation of email and Internet access to most of the world’s population. In other words, the times, they are REALLY a-changin’ and it can be tough to keep pace. While it’s true that most industries and business sectors have experienced a profound transformation during the last 20 years or so, many things have also remained consistent. In the meetings and events industry, for example, the basics of event planning are still there: promotion and marketing, logistics and operations, registration, food and beverage, accommodation, event programming and, of course, destination and venue selection. The change, in many cases, is manifested in how technology and advances in communication have improved our access to the above and made a planner’s job easier or more efficient. In this issue of Corporate Meetings and Events, we are proud to bring you a fantastic editorial lineup that touches on many aspects of change within the meeting and event planning industry. From our cover story on best practices for submitting and responding to RFPs to how to rethink your training and educational program, the CME editorial team brings you everything you need to make your next event a success, including: • The benefits of outsourcing and hiring a third-party planner to assist with corporate events • The latest AV trends to help you make the most of the most recent developments in event technology • T he i mpor t a nce of m a i nt a i n i ng a work-l i fe ba la nce t h roug h “neuroleadership;” and • How attention-grabbing graphics can help solidify your branding message In addition to the in-depth exploration of the many ways in which change is having an impact on our industry, this special issue of CME also features our annual Destination Planning Guide — a go-to resource for choosing the perfect destination for your next meeting, conference or event. As long as change is “gonna come,” CME will be there to help provide strategic solutions for today’s planner. As always, enjoy the issue. Cheers for now
Sean Moon Managing Editor
MEETINGPLANNERPROFILE
Leanne Andrecyk Name: ZedEvents Great Productions Past: Halifax Chamber of Commerce, RBC Royal Bank, TD Bank Expertise: Creative Development Specialty: Operational Systems Tell us about yourself: I am a mother, a wife, a sister, a daughter and a friend. I love to travel (near and far), I actually enjoy elementary Christmas concerts and I live for summer, or a hint of summer, via a southern get-away! Tell us about your work: As Managing Partner of ZedEvents I am responsible for the overall direction of the company including service offerings, human resources and client satisfaction. I oversee our team of event producers and coordinators and play an integral role in the development of our clients’ events both on a creative and strategic level. How did you get to where you are today? I was born with a passion and a talent for organizing things – whether it’s creating and executing an unforgettable large-scale event or arranging a kitchen cupboard. As a child, my mother never had to ask me to clean my room! I quickly and naturally became the person friends and family could rely on to plan and organize events. However, it wasn’t until I found myself in the role of an executive assistant, organizing a busy schedule and planning regional management group meetings, that I truly had my “aha” moment. I knew that event planning would define my future and allow me to embrace and leverage my skill set on a whole new level. Why are you good at what you do? Because I love it! When passion is your motivation it drives you to succeed. I also get a lot of personal satisfaction in creating order – I have the uncanny ability to see order in any situation and expertly convey how to interpret it to create something impactful. My best days are those when a client or team member says “I knew you would see the order in this chaos.” When I am listening to a client describe what it is they hope to experience at their event my brain instantly starts to tick through the critical path (true planners will nod their heads as they read this). 8 | www.corporatemeetingsnetwork.ca
Is there anything you would change in our industry, given the chance? I would love to see a professional organization that sets and maintains standards and accreditation for planners and their companies, beyond what is currently offered. Ours is an interesting and challenging industry. The barriers to entry are few but the risks of misadventure are many. The ability to deliver superior and professional services to clients is an art and a science. Great event planning is strategic, visionary and seamless to a client who is looking for a truly unique guest experience. Walk us through a typical day at work. A typical day starts the night before when a review of my calendar tells me if I will be working at my desk or on the road visiting clients and suppliers. After my daughter is off to school, I start my day with a cup of coffee and I review all our social media accounts to tweet, retweet, or post our news and the news of our clients, suppliers and partners. I manage multiple priorities for our company, our team and our clients through the use of the very traditional “to-do” lists. I have several digital lists with items in order of priority that dictate what my activities will be each day, including my responsibilities for the various boards and organizations I volunteer with. A day at my desk means I am responding to RFPs, assisting our team members to serve their respective clients and monitoring the progress of our company service deliverables to ensure all deadlines are met. A day on the road sees me visiting with two or three clients to help them map out the initial strategic plan for their event or help our producers present new and refined concepts to an existing plan. In between all of this I make a concerted effort to go for a walk, be sure to call my husband at his office to find out what’s for dinner (as he is the family chef!) and get ready for the arrival of my nine-yearold daughter when she will regale me with the school stories and dramas of the day.
“THE ABILITY TO DELIVER SUPERIOR AND PROFESSIONAL SERVICES TO CLIENTS IS AN ART AND A SCIENCE. GREAT EVENT PLANNING IS STRATEGIC, VISIONARY AND SEAMLESS TO A CLIENT WHO IS LOOKING FOR A TRULY UNIQUE GUEST EXPERIENCE.” What have been some of your biggest achievements? My accomplishments are my achievements. Over the years I have created, produced or directed over 100 events, half of which were fundraising events that have grossed a total of over $5 million in revenue for our clients helping others. In 2013, I was honored by my colleagues and awarded the inaugural Planner of the Year for Atlantic Canada by MPI, certainly one of my favorite moments. Perhaps my finest achievement is winning Mom of the Year, I have been nominated and on the podium nine years running!
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How do you deal with the challenges of work-life balance? I work to live not live to work. The nature of the event industry, with its ebbs and flows, allows me to set up my schedule to work around my family and personal interests. Our office environment is virtual allowing our entire team to get more done in a concentrated amount of time, at a time that works best for them. We are able to provide our clients with keenly customized solutions via a very streamlined service model that allows every member of our team to be in control of their work schedule to ensure “life” is never an afterthought. We have a perfect track record amongst our team that no personal appointment, school concert or family event has ever been missed! On a personal level I occasionally squeeze in some of my work at night after my daughter has gone to bed – this works well for me as I am a night owl. Corporate Meetings & Events Fall 2015 | 9
MEETINGPLANNERPROFILE
What are some of the challenges you face? Our successes occasionally become our challenges. Managing a virtual office means team meetings and brainstorming sessions are no longer impromptu and require scheduling. And despite having the ability to manage my own schedule I cannot manage the schedule of potential clients who unknown to them can issue an RFP on the eve of my vacation. Overcoming these challenges puts my best skillset to work! What do you like best about the meetings industry, particularly in your region or city? I would say there are two things. Perhaps the most exciting part of the meetings industry is knowing that the work we do results in significant economic spinoff, not just locally, but in some cases regionally and often nationally. From the very first meeting with a potential client to the opening day of the conference we know that because of their desire to “gather” we are stimulating the city or the region with economic benefits with impact across a wide spectrum. Second, it is truly gratifying to know that my chosen profession can make a difference in the lives of so many people. The pride I get from being part of an industry where I can sit back and watch a plan unfold while our team flawlessly executes a client dream and delivers an extraordinary guest experiences is gratifying.
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Who are some of your notable clients? I have the pleasure of working with many not-for-profit organizations, all of who are making a difference in the lives of the people they serve in Nova Scotia including the Heart and Stroke Foundation, The Canadian Cancer Society and The Mental Health Association, just to name a few. On a star-studded level I would have to say my most notable would be The David Foster Foundation – this event brought an impressive line-up of stars and musicians to Halifax including Natalie Cole and Lionel Ritchie. And recently I had the opportunity to work with a corporate client celebrating a milestone and rewarded their staff with a private musical concert that included Dwight Yokum, Matt Mays and Kiefer Sutherland. What are some of your most memorable events and why? I remember early on, wrapping up my very first live production and that ultimate feeling of accomplishment, checking off the last item on a critical path. A personal favorite was the day General Romeo Dallaire told me I would make a great soldier purely on the basis of my marching orders! As the event planning industry and my position have evolved year after year, so have my personal goals and areas of professional satisfaction. This particularly applies to our work with community organizations. ZedEvents helps many not-for-profit organizations reach their fundraising goals and there is incredible professional and personal satisfaction in knowing we play a vital role in assisting these organizations help others.
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NETWORKING
Networking Know-How
Are you doing enough to sustain your business? By Angela Zaltsman
I have been planning events ever since I can remember. For most of my 22-year career, I have been planning events and booking business for others. For the last six years, I have been doing it for myself. T h e r e i s n o t muc h o f a d i f f e r e n c e between looking for business for a hotel or venue, and looking for business for myself. Then, I’d sit for hours creating a marketing plan (a job requirement), I would hit the pavement and sell the venue, join an association, go to a board of trade meeting, pick up the phone and cold call. Now, I do all of that (although the marketing plans are less detailed) and make sure that I stay on top of my CMP (Certified Meeting Professional) certification, go to educational seminars and stay active on Facebook, Instagram, LinkedIn, Pinterest, Twitter and maybe even YouTube one day. . . .and so much more!
NOW BACK TO BASICS……
Let’s start old school, with hitting the p ave m e nt a nd k n o c k i ng on do or s. Paul Verciglio, for those of you who remember h i m, was my genera l manager during my Park Hyatt days. He used to say that if the phone isn’t ringing, you had better start making calls so that it will start ringing. 12 | www.corporatemeetingsnetwork.ca
TIME TO GET SOCIAL
I have made many warm and valuable connections over my years of working f o r o t h e r s a n d f o r m y s e l f. I f yo u don’t yet have the right con nections, knocking on doors is one way to meet new people and to sell yourself. These days, you don't even need actual doors to knock on. Social media is a fantastic entry tool. Familiarize yourself with social media sites. I recommend that you join one or two and that you keep your profile up to date. My favor it e way to deve lop n e w business is to meet people at networking events. I don't expect to meet 50 people when I attend an event; I just want to meet one or t wo. If I can walk away with two business cards, I consider the event a networking success. I also go to ne t work i ng event s attended by other meet i ng pla n ners. Other planners have reached out to me to help them with their events, or to give me business
because they were unavailable and wa nted to refer t hei r client to a reputable alternate planner.
AUTHENTICITY RULES
When I attend a networking event, I stick to being myself. I don't believe there is much to gain by pretending to be someone I'm not, simply in order to suit my audience. Remember, people don't always do business because of price; they do business with people they like and trust (another piece of advice from Paul!). I want to convey honesty and integrity and so far, that has been working for me. Pick a networking event you believe your potential clients will attend. For example, if you wish to focus on the association market, you could join the Canadian Society of Association Executives. Developing niche expertise could allow you to become a specialized planner in your preferred a rea. Boa rds of t rade offer great opportunities
NETWORKING
to me e t cont ac t s a nd to bu i ld f ut u r e busi ness. It takes t i me, t hough! Don't g ive up a f t e r a ye a r of me mb e r sh ip. Business doesn't always come right away. The benefits you will derive from any membership or group will reflect the time and effort that you invest. Stay focused, stay patient and stay put.
HEAD BACK TO SCHOOL
A client recently gave me a wonderful suggest ion for how to be more visible in the charitable sector. As I have many clients in this area, she suggested that I take some courses and learn more about it. Now what a great idea — imagine me sitting in a classroom full of potential clients, while learning more about the clientele I would like to ser vice more. I am definitely going to add that to my marketing plan. Finally, in the words of a wise friend, you are only as good as your last event. Ne ve r fo r g e t t h e p owe r o f wo r d- o fmouth. The best way to keep and to get mor e b u si ne s s i s t h roug h t he eve nt s you ac t u a l ly do. T he r e a r e 20 0 -1,0 0 0 potential clients or more, watching how you delivered at the event they attended. You will be remembered (for better or for worse) at every event you do, and at every function you attend. So do a great job, impress everyone, make your client look good and sweat the small stuff, so your client doesn't have to. Angela Zaltsman, CMP, is the driving force behind A to Z Event Management Inc. She has over 20 years of ex per ience in e vent planning, sales and food and beverage. A to Z Event Management Inc. offers personalized service and creative, out-of-the-box solutions — a planning firm dedicated to the process of c li e nt s at isf a ct io n , of und e rst anding client needs and of creating value- driven events through integral relationships with s u p pli e r s . Fo r m o r e inf o r m at i o n , v i s it www.atozeventmanagement.ca or contact Angela at info@atozeventmanagement.ca; telephone 416-551-7441.
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15-04-16 12:32 PM
BUILDINGBUZZ
TRAINING WITH A TWIST How to re-think education and training to boost interest and attendance By Ben Moorsom I received some great feedback and many questions from the last article I wrote in CM&E on high-energy events. One of the questions that caught my attention was around how to ensure you’re bringing the right energy to the education and training components of an event.
We know that if the educational and training components of your event are stale, you’ll start to see a drop-off in event attendance. In fact, according to The Decision to Attend Study (January 2015, IAEE, PCMA, and The Experience Institute), the top three things people con sider when decidi ng i f they should attend an event are education, networking opportunities, and location. Corporations looking for ROI from their meetings are lean ing toward events that demon st rate “busi ness payoff” (i.e. gatherings focused on training, sales, and education) according to MPI’s Fall 2014 Meetings Outlook (Meeting Professionals International, Fall 2014, Meetings Outlook). S o how do you c reate t hese keylearning opportunities in a way that will 14 | www.corporatemeetingsnetwork.ca
hold attendees’ interest, provide them with value, and generate the results your clients are looking for? BEGIN WITH THE LAYOUT You can increase the success of your learning components by re-thinking t he venue you choose. Use t he brainpower of your partners to design the event layout based on the flow of learning and engagement. Begin with an empty space, your “blank canvas” and think about how your event will flow through it, ensuring learning and engagement are always top of mind. Instead of choosing a standard event space and laying it out as you always have, consider personalizing the space based on the type of group (size, focus, industry, etc.) you’re accommodating.
MODIFY THE EVENT STRUCTURE Instead of bringing everyone together for a launch then separating them into traditional breakout groups, consider turning this traditional model on its head. Begin with learning sessions— capture your audience while they’re fresh—then bring everyone together a nd u s e you r “lau nc h” to cont i nue the learning. When you do something u n e x p e c t e d, you’r e mor e l i k e ly t o capture your audience’s attention. CREATE SPACES FOR KNOWLEDGE SHARING We have been very successful using learning pods instead of traditional breakout spaces. You take one large space and divide it into “zones”—which are typically more relaxed, less formal spaces
BUILDINGBUZZ designed based on the content of what’s being delivered. Using lounge-style seating, smart boards rather than computers and structured speed chat sessions can all help to promote dialogue. Also consider incorporating coffee breaks into learning sessions or having one zone as a “coffee zone” where participants can continue the conversation over refreshments. DISCOVER UNTAPPED LEARNING OPPORTUNITIES Tap into a great lea r n i ng oppor t u n it y by s e t t i ng up a “knowledge bar” in the main space of your venue. Use a long, high table and position your experts on one side and lear ners on the other. Scheduli ng visits, as though you would a book signing, gives participants the chance to ask questions, connect with senior leadership, and learn in a more interactive way. INTEGRATE EDUCATION INTO SOCIAL EVENTS This one might not come as naturally, but finding subtle ways to integrate learning into gala and team-building events is a great way to take education out of the “classroom.” If your attendees are already interested in the content, it shouldn’t be hard to continue the learning at these types of events. Consider “conversation-starter” cards placed on cocktail tables or teambuilding activities designed around the event’s key messages. GET TECHNOLOGY ON YOUR SIDE Smartphones and tablets will be part of your event, whether you like it or not, but they can be incredibly distracting if not used correctly. If the goal of your event is to capture your audience’s attention and hold it, you’re going to have to commandeer their technolog y. Last fall I wrote about using mobile apps to move people —not just from place to place, but more importantly in terms of engagement. There are many ways to augment education and training sessions through mobile technology (surveys, quizzes, social media, games, etc.) and to continue the conversation after the event is over. The key is to put thought into how you’re going to integrate technology and do the work necessary to ensure it’s being used in a productive and practical way. When it comes to education and training, you want to keep in mind that there’s a great deal vying for every participant’s attention—and most people don’t have extra money or time to invest in something that’s not going to be of benefit to them. The events that will attract the most participants and deliver the best results are those that incorporate education and training in a more creative and well thought-out way. This is an evolving process, which means you’ll want to constantly re-evaluate how you’re doing things and push yourself outside the box! Ben Moorsom is President and Chief Creative Officer at Debut Group, an agency that specializes in corporate business communication and events across North America. Since 1997, Debut has pioneered new ways of delivering content and has mastered the art of creating greater perceived production value for their clients. For more information on how Ben and his dynamic team of communication and production veterans deliver better results by producing bold creative that is strategically grounded, emotionally engaging, and flawlessly delivered to meet any clients budget visit Debut at www.debutgroup.com. Corporate Meetings & Events Fall 2015 | 15
PROGRAMDESIGN
16 | www.corporatemeetingsnetwork.ca
PROGRAMDESIGN
PROGRAMMING
S U C C ES S How effective program design can make or break your next event By Amanda Stewart
A significant investment is made in time and dollars in creating an event, whether it is a conference, national sales meeting, a reward and recognition trip, a gala or networking event. Connecting and engaging your audience is essential to the event’s success. A well-rounded program agenda, developed with the audience as the focus, will create a successful event, achieve your objectives and reap the benefits of the investment. For successful meeting planners, the process of building the program agenda begins by asking some key questions: • W h a t i s t h e s t r a t e g i c b u s i n e s s objective in hosting this event? • Who is the audience? • What is in it for audience (WIIFM)? • If a participant had to pay to attend this event, would they? A n age nda ne e d s to b e de sig ne d with the audience in mind. A thorough needs assessment has to be completed before proposing a solution or specific services. What is the audience hoping to learn and hear and what drives and motivates them? How does this align with the strategic business objective?
A f ter complet ion of t he needs a s s e s sme nt, a n age nda i s de sig ned and it includes two essential elements: education and motivation. By adding n e t work i ng , we l l n e s s, va r ie t y a nd leisure time you have now rounded out the event to ensure your participants have t he abi lit y to absorb t he i n for m at ion a nd b e engaged i n t he event. Participants need a variet y of eve nt s, t hey ne ed t i me to exer c i s e, leisure time to network and relaxation. By c ol l a b o r at i ve ly de ve lo p i n g t h e agenda with all stakeholders, you will be able to design a program that meets t he cor porate ob je c t ive s a nd me e t s budget guidelines. Corporate Meetings & Events Fall 2015 | 17
PROGRAMDESIGN
LOOK AT HISTORY B e g i n w it h wh at h a s been done previously. It is important to evaluate what has been done in the past and what has been successful and well received, what has not, and what enhancements could be incorporated into future events. Consider the following historical elements: • Participant Surveys – if the event has been done previously, look at results from the previous three years. Participant feedback is a great source of information as they tell you what they liked and didn’t like. • Interview executives, stakeholders, and a sampling of the audience members.
What does this event look like, what do they want to accomplish or have the participants walk away with? • Review previous agendas – who were the speakers, what was the setup, how long were the meetings, were there only general sessions, did they have breakouts or interactive sessions? • Schedule-of-Events Grid – ask for a layout of previous programs to see the mix of leisure time vs. planned activities. How many days/nights is their typical program? Are there team-building and other activities? What types of evening events have been done? • Hotels and destinations – get a five-year history, if possible. Where have the events taken place, location and quality of hotel? 18 | www.corporatemeetingsnetwork.ca
INFORMATION GATHERING Take the time to gather pertinent information in order to design the agenda and budget. • Based on the needs assessment – What type of event should you be planning? Is it an incentive, a conference where education is important, is it a “feel good” meeting that needs to be motivating, or is it a basic training event? • Budget – What is the overall budget for this event? Estimate the following breakdown of the total budget: 25-30 per cent for air, 25 per cent for accommodation, 15 per cent for food and beverage, and 10 per cent for tours, activities and airport transfers, 10-20 per cent for miscellaneous items. • Event Scope — Determine the importance of incorporating communications and AV production to support the event and helping to deliver the message. Is this a full-blown celebration or product launch that needs that huge wow factor or is it something simpler? Do you need to cut somewhere else to include these elements, to meet budget guidelines? By reducing the quality of hotel from five to four stars, or the number of days, you could balance the budget and still deliver on the corporate objective. • Demographics – What is the age group, what is the level of participant – are they CEOs, or front line employees? Are they multicultural? What is the gender breakdown? Where are the participants geog raph ically located? With th is information, you are able to choose the right location, hotel, and program elements. If the participants are spread globally, look for a location that has easy air access, avoiding air routings or a destination where the majority of participants may need visas. What type of food and beverage do you need to support your group needs? Do you need to add interactive components to get participants networking? • Communications – Establish ways to engage the audience from the very beginning. Developing an effective communication campaign is essential to the overall success of the event. Set the tone of the event, from the first announcement, until the last participant leaves. Will this be an electronic campaign, or a teaser gift desk drop? Does the IT system allow for this type of activity? And how does this cost factor into the budget?
LEVERAGING AND COLLABORATION Look at the big picture; who are the stakeholders and what can they contribute to the success of the event? Many people are involved in creating an event, therefore it is essential that all parties collaborate and have the same vision. By creating a critical path and scheduling team meetings, you will keep the project on time, on budget and the messaging consistent with the corporate objectives. Collaborating with the team on the program inclusions and creative elements will produce a cohesive event and can be cost effective. Look at repurposing communication materials that the marketing team has produced instead of creating a brand new video or logo design. Are there resources in the destination that could help support the event, such as, a local security team? The objective is to manage costs and maximize value without jeopardizing the participant experience. COST SAVINGS Cultivating strong supplier relationships will result in the ability to negotiate cost reductions and value adds that enhance the participant experience. Cost savings can be generated by leveraging any corporate contracts in place with hotels or airlines, provided that group bookings have been negotiated into these contracts. Look for the similarities to be cost effective. If this is a multi-city event can you use the same hotel chain or AV company in each of the cities? Will you be hosting this event in consecutive years? Can you negotiate a twoyear contract to give you more leverage? Review air needs, compare blocked air space to free selling the air. What flexibility do participants have to extend their stay? Cost savings can be realized, by giving your audience advance notice to register and confirm their air arrangements. CUSTOMIZATION No matter how small the budget, there are always ways to customize and to make an event unique. Look for ways to incorporate opportunities that allow your audience to network, collaborate and have fun! Build these elements into the program design to create an extraordinary, enhanced
PROGRAMDESIGN
investing in leaves the event motivated, educated and engaged. The ideas outlined above, allow you to effectively design and develop a program to meet your strategic corporate objectives. Amanda Stewart is the President of Eventive Marketing Inc., an event management company that provides a Total Event Solution. She uses her 27 years of experience in the meeting and incentive travel industry to evaluate client needs, and develop customized programs for her clients. Amanda is a graduate of Fanshawe College and has been recognized for three consecutive years on the W100 and Profit 500 rankings. www.eventivemarketing.ca
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participant experience. Instead of an opening video, what about a musical or comedic intro? Is there an alternative to the “talking heads,” or can you introduce an interactive component? Add a Social Responsibility aspect or a team building activity to the program. Is there room for a yoga class or casual area for participants to gather during breaks? For an incentive program, the objective is to provide participants with an event that they can’t purchase on their own. If there are budget restrictions, look at ways to maximize the budget; instead of a sevennight all inclusive, would a four-night program with some great events motivate your participants more? If your main purpose is a meeting, why travel to a sun-and-fun destination to keep your participants in a meeting room all day? Are there ways to break up the meeting timeframe to give your audience an opportunity to enjoy the destination? Don’t jam pack your agenda with back to back events, include some downtime or activities that encourage relaxation. Give participants choices of activities; they don’t have to go on a tour or play golf. Offer an extra night or credit to stay at the hotel and enjoy the facilities (a day in the cabana at the pool). THE BOTTOM LINE The focus always seems to be on the budget of the event. However, there is an additional investment i nc u r r e d wh ic h i s t he cost of tak i ng the top performers or you r aud ience out of t hei r work environments for the event duration. T h is element is of ten forgot ten a nd must be considered. As a result, it is important that the audience you are Corporate Meetings & Events Fall 2015 | 19
F E AT U R E S T O R Y
BEST PRAC RFPs: A view from both sides By Jennifer Glynn and Joe Nishi
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F E AT U R E S T O R Y
Getting a quote on pricing for your meeting and event is more challenging than ever. Trying to find the right venue, at the right value as quickly and efficiently as possible, with fewer resources than ever can be stressful for meeting planners.
CTICES Corporate Meetings & Events Fall 2015 |  21
F E AT U R E S T O R Y
On the other side, venues have sophisticated revenue models, yield management and space optimization parameters that must be followed. There is constant pressure to increase profit margins to make up for past years’ losses and pay for capital improvements. Plus the increased use of eRFPs (request for proposals sent over an online channel) has caused the amount of requests received by suppliers to explode. Not only are industry suppliers struggling to deal with the flood of RFPs, but some requests have very little information and history. Leaving the supplier no chance of differentiating themselves from others and winning the business.
THE BUYER’S SIDE
All of us can relate to receiving back incomplete RFPs or no response at all. An RFP that is fully completed is unfortunately a rarity in our industry. However when you do receive one that is done properly it is immediately placed on the top of the consideration list. Completed RFPs reduce the need for the buyers to go back to suppliers to chase down answers. With limited time and resources, buyers may not go back to their supplier because others have done “the basics” correctly. Creativity is helpful when submitting your RFP, but the basics are the most important and must be highlighted. Common frustrations from the Buyer’s side: 1. If the RFP asks for you to respond to multiple dates, but the supplier only answers one.
Clients understand that is extra work to ask you to search to see if you can accommodate multiple dates. But there could be factors as to why: • The conference or meeting happens across many cities and it allows them to lay out the best timing. • Rates are a factor and they are seeking the best time of year for their conference or incentive. • Dates that are being considered for internal scheduling may shift due to different executive availability. • Asking the supplier for multiple dates from the onset also cuts down on the back and forth.
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THE NEW RFP REALITY
The world is changing in the way in which RFPs are processed and has lead to both challenges and opportunities. In June 2015, the Global Business Travel Association and Convention Industry Council APEX eRFP Efficiencies Workgroup completed one of the most comprehensive studies on the issue to date. In it, they examined the impact of the flood of eRFPs from all the industry stakeholders’ perspective to determine recommendations and best practices. So much more could be said on eRFPs that it would fill this entire issue so we will focus on building an understanding from both buyers and supplier perspective on the frustrations that both sides feel on the RFP issue. In addition to sharing some of our experiences gained over 25 years in the meeting site sourcing business, we interviewed industry professionals from both sides to share their perspectives. What better way to understand what your client or supplier wants then to understand their point of view? Let’s start with the buyer’s perspective…..
If the RFP does not mention alternate dates, be proactive from the start by providing alternatives especially if you do not have ‘exactly’ what they need — alternate dates, meeting set-ups, locations for meal functions, etc. Do not wait for the buyer to let you know if they can consider alternate dates, go ahead and offer them. It shows your commitment to winning the business and doing everything possible to meet the buyer’s needs from the start. Be reasonable; don’t suggest a Saturday/ Sunday stay when you know it is a business meeting that needs to take place during the week. You don’t like traveling away from your family over the weekend and neither do meeting attendees. Also, know your holidays on both side of the border! 2. Incomplete func t ion space grids or quot in g t he b ar e minimum m e e t in g space sizes to accommodate the group.
With space optimization a reality at many properties, quoting the bare minimum size meeting room for the group seems is standard practice. This can put you at a competitive disadvantage because groups generally want more room to move and setups are less traditional (i.e. incorporating new trends in meeting design so the old formulas of what fits 50 in half rounds are not always accurate). If a client asks you for ceiling height and square footage of the room and you don’t fully complete the form, you are sending a clear message: You are creating work for them. You want to make it easy for them to select your product, except now they have to spend time doing the research themselves.
3. Non-response to RFP
If you do not have a robust system of receiving, vetting and acting on RFPs within a 24-to-48-hour time period then you need one as soon as possible. Chasing down responses is both frustrating and time consuming to a client. If this becomes a trend with a particular supplier then it cannot help but impact willingness to source that supplier for future meetings. The natural instinct is to work with people who make your life easier and whom you make feel valued. 4. N o t c o m p l e t i n g i n f o r m a t i o n f u l l y (i.e., applicable ta xes, resor t fees, surcharges)
We know some of the questions that are asked are sometimes tedious and repetitive. However they are asked for a reason. Taxes, fees, and surcharges can change and certainly vary between cities, regions and venues. Including all critical information when putting together budgets for buyers can make a huge difference in the overall costs. In today’s automated world, it’s important to build a connection with your customer. Understanding their frustrations and then exceeding their expectations by avoiding the above will make it easier to do business with you. Now, let’s flip to the other side of the buyer/supplier relationship. Suppliers are just as frustrated by the lack of information and response they receive from clients. So let’s see look into their perspective.
F E AT U R E S T O R Y
THE SUPPLIER’S SIDE
Quoting dates, rates and space is more c o m pl i c at e d a n d t i m e c o n s u m i n g than ever. There are daily meetings to determine what to quote and which space to offer. Suppliers are under constant pressure from revenue ma nagers to continue to push profitability and also from the directors of sales to “close on the business.” Here are the most common frustrations from the Supplier’s side: 1. RFPs with lack of information
History and background info may not always be available, but clients should try to include it whenever it is. Other information that your suppliers are looking for in order to complete the best response is: • Value of your group — Do you use the spa, golf, restaurants, lounges? What other incremental revenue does your group bring, not just rooms and meeting space? The hotel needs to understand the total package of why they want your group. This knowledge will help you leverage your spend. • Demographics — Tell the supplier the age, activity level and type of group so they can showcase to you why their product is the perfect fit for your group. • History — What has worked in the past, level of hotel, resort versus city? You don’t need to share rate, but if you can share level of hotel that will ensure your hotel partner or GSO is not sending it to a Four Points when you want Ritz-Carlton. • Customize your RFP — So that the hotel understands what is truly important to your specific program. • Concessions — Ask what is important to you, don’t just have a generic list that you
submit for any RFP; that is not going to get you cost savings you are looking for. • Hot but tons — Let them know if it is about team building, creating a wow or just costs. 2. B e i n g s h o p p e d a n d n o t r e c e i v i n g qualified RFPs
The fact of the matter is that there is no real way of knowing the true intent of the RFP. However, over time patterns will develop and you will get a sense of which channels and which buyers do more “shopping” than “buying.” Just know that most buyers are sourcing your venue because they are truly interested in your property. Clients, be respectful and select suppliers based on what is the best fit for your venue — not just a click of a button within your eRFP system. 3. No response after I respond to RFP.
Due to time constraints and volume of meetings that a client may have, they don’t always have time to respond back to every supplier that has completed the RFP. If clients know the timing for a decision, setting expectations with your supplier is beneficial. Suppliers: Follow up as soon as you think you need to. Personal contact with a phone call or quick email saying that you are looking forward to discussing next steps when the buyer is ready is being proactive and makes you stand out. 4. B e ing one of m any R FPs — H ow to make it to top of the list.
Follow up with a personal email on the reasons that they should consider your product. Engage your global sales contact or someone within your industry that may be able to provide you insight into the client or the particular piece of business that you are bidding on. Be sure to include anything
that is new with your venue. If pricing/ concessions are hot points then address them aggressively; you may not have a second chance to tweak your proposal. Your RFP is certainly your opportunity to stand out. Add a few facts that are going to entice them to think of your product (hotel, DMC, speakers bureau, etc.) when they are short-listing their options. Ensure that these facts are relevant to them, so that you make the customer feel like you understand their needs. The bottom line is that success in any industry is about the relationships you develop and keep. The key in developing those relationships is communication, which leads to the ultimate goal — the ability to trust each other. Understanding what your client or supplier wants and needs is so important and is gained with experience and hard work. Attention to detail and the willingness to be flexible will lead to stronger business relations and is proven to result in more business in the long run. The RFP is really the “first response” and can set the tone both positively and negatively for the duration of the process and beyond. If both sides treated RFPs like it was their last one, then the quality of information going back and forth would improve and would result in the ultimate goal of finding a perfect fit for both the buyer and supplier. Jennifer Glynn and Joe Nishi are Co-Owners and Managing Partners of Meeting Encore Ltd, Canada’s first meeting site sourcing s pec i alist . M e et ing En c o r e r e c e n t l y celebrated its 25th year of assisting clients with their meeting needs and their team is located across Ontario and Quebec. They can be reached at 905 - 403 -9646 or via their website at www.meetingencore.com
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DH U TS A T RL K YNEWS TI N EC
TECHNOLOGY TRENDS 2016 Preparing for the digital transformation By Richard Maranville and Wilson Tang
There are no “take twos” in live events. We work in an industry in which perfection in execution is an absolute must. We are predisposed to keeping tried-and-true systems in place because they have worked for years and, in several cases, decades. So why fix what isn’t broken?
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I N D U S TT ER C YN S H TEAWL K
EVENT PROFESSIONALS ARE EXPECTED TO BE MORE DIGITALLY SAVVY WHEN IT COMES TO THEIR TOOLSETS, FROM HOW THEY SUBMIT GRAPHICS TO THE WAY THEY COMMUNICATE WITH REMOTE COLLEAGUES. MEETING ATTENDEES NO LONGER WANT TO BE ADDRESSED LIKE SPECTATORS VIEWING A PERFORMANCE BUT AS PARTICIPANTS INVOLVED IN DISTINCTIVELY PERSONALIZED EXPERIENCES. This social revolution is what we are ca l l i ng t he Dig it a l Tra n sfor m at ion, a nd it beg i n s at t he ver y beg i n n i ng stages of meeting preparation. Event professionals are expected to be more digitally savvy when it comes to their toolsets, from how they submit graphics to t he way t hey com mu n ic ate w it h remote colleagues. Meeting attendees no longer wa nt to be addressed like spectators viewing a performance but as participants involved in distinctively personalized experiences. Fut ure event success will be driven by technology and contingent o n i n f o r m at i o n a c c u mu l at i o n a n d comprehen sion to produce more individually tailored brand interactions.
DATA ANALYTICS AND EXCHANGE
There is no lack of buzz terms in our business and, unless you’ve purposely ignored all forms of media for the past few yea rs, you k now ‘Big Dat a’ is a biggie. A popular term used to describe m a ssive a mou nt s of ava i lable dat a, Big Data is one of the hottest topics in the event space today. Collecting and analyzing information from past events allows you to make critical decisions for your future events based on preestablished attendee behaviours. I f you t a ke t he prac t ice one st e p f u r t her a nd beg i n to excha nge dat a with your vendors and event partners, event ually together you can ach ieve the perfect synerg y in which each of the digital systems in your event can com mu n icate. From d ig it a l sig n age display to mobile charging kiosk, each
d ig it a l component could potentially identify and respond to your attendees i nd iv idua l ly, ba sed on i n for m at ion provided in the initial online registration form, creating an experience customized for each participant. Start asking your vendors to provide yo u w it h a l l t h e d ig it a l d at a t h e y collect—registration records, application logs, survey responses—regardless of whe t her you t h i n k t he i n for m at ion is valuable right now. You might feel overwhelmed if you end up with more data than you know what to do with. However, if you don’t start collecting data today, even if you’re not going to slice and dice it until tomorrow, you won’t have a baseline for comparison when you eventually implement your data-based engagement strategy.
SECOND SCREEN TECHNOLOGY
A ren’t we a l most a lways look i ng at multiple screens simultaneously these days?
Compa rable to on l i n e vo t i ng for your favourite reality TV contestants, second screen technology allows you to create an experience in which your participants can impact a presentation using their mobile devices. Second screen technology is beneficial to your major event stakeholders. Speakers can create more engaging presentations and monitor audience responses in real-time, instantly understanding when their presentations hit the mark and where they need to provide additional clarification. Attendees have a better experience because they can participate and provide real-time feedback to presenters. They can also use second screens to view session content, t a ke a nd save t hei r ow n notes, a nd share presentation content. With a little creativit y and collaboration, you are likely to find ways your event sponsors too can reap the advantages of second screen technology. L a s t y e a r, F r e e m a n X P, a b r a n d experience agency within the greater
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DH U TS A T RL K YNEWS TI N EC to identify which attendees spend time in a meeting room and for how long, which is key information as proximity is a great indicator of a person’s interest. In a nutshell, beacons provide even g reater data for you to a na lyze a nd exploit result i ng i n more i ntelligent decision making, greater operational ef f ic ienc ies, cost reduc t ion s a nd decreased risk for your future meetings. Are you seeing the pattern here?
DIGITAL ADOPTION
Freeman organization, launched FXP | touch, a proprietary second screen, we b - b a s e d ap pl i c at i o n c o mp at i b l e with any mobile device with a modern web browser. As obser ved firsthand at several Freeman events, when you remove walking up to a mic for Q&A from the meeting equation, audience engagement levels surge through the roof. What’s more, en hanced second screen technologies have robust data and analytics engines with the capacity to document and tabulate participant r e a c t i o n s s o s h ow o r g a n i z e r s a n d presenters can better understand the impact of their content to help add more value to future events.
BEACONS
One of the most exciting measurement and attendee engagement technologies currently on the market, beacons are small devices based on Bluetooth lowenerg y technolog y that don’t require any external power source or internet connection. They can be used to push sm a l l pie c e s of i n for m at ion out to attendees equipped with an application running on their tablet or smart phone. The app uses this info to determine who and where your attendees are (if they 26 | www.corporatemeetingsnetwork.ca
permit you to do so) and then present or notify attendees with contextually relevant information. As a show organizer, you can then provide interesting new services for your attendees. For example, you can alert them when they near something of interest, create unique experiences based on their closeness to displays, or use the data to provide indoor location mapping, like GPS. You can even use it
T hese te ch nolog ies a re just a sl iver of wh at i s ye t to come. T he Dig it a l Transformation is inevitable, but we h aven’t yet h it t he i n f le ct ion poi nt. Recog nize that not everybody wants this transformation yet, but those that do, really want it. Veterans: don’t throw in the towel fearing you can’t adapt and fill the demands of the growing younger generation of meeting professionals. Millennials: don’t try to fully digitize the meeting environ ment overn ight, det ract i ng f rom your object ives a nd alienating half your audience. Gradu a l ly g e t you r s e l f a nd you r participants used to new technologies. Tr y to exper ience new d ig it a l ways of event ma nagement beforeha nd at other events (hint: tech-oriented show planners tend to lead the industry in i nteg rat i ng i n novat ive tech nolog ies t o e n h a n c e t h e i r m e e t i n g s). W h e n you decide to implement your digital st rateg y, st a r t slow a nd work w it h you r te c h nolog y pa r t ner s to c r eate systems that work seamlessly together to improve the participant experience. Rea l i ze t hat t he old way of doi ng th i ngs is not bad a nd has ser ved us well for many years, but the new way offers too many benefits to ignore, the best of which is information sharing. Executing successful events is all about collaborating with others, which is hard to do exchanging data on paper.
R ic h ard M aranv ille is Exec ut ive Vic e President & Chief Digital Officer, Freeman, a n d W i l s o n Ta ng i s S e ni o r D ire c t o r, Experience Design & Digital Strateg y, FreemanXP. For more information, visit www.freemanco.com
DESTINED FOR EXCELLENCE Choosing the right destination is key to every successful event
D E S T I N AT I O N P L A N N I N G G U I D E
CONTENTS
SHAW CONFERENCE CENTRE PAGE 29
MARRIOTT HALIFAX HARBOURFRONT PAGE 34
MEETINGS & CONVENTIONS PEI PAGE 30-31
OFFICE DU TOURISM DE QUEBEC PAGE 35-38
DESTINATION HALIFAX PAGE 32-33
PALAIS DES CONGRÈS DE MONTREAL PAGE 39
OUTAOUAIS TOURISM PAGE 42
CENTRE MONT-ROYAL PAGE 40-41
WAKEFIELD SPA & CONFERENCE CENTRE PAGE 43
SHERATON HOTEL TORONTO PAGE 48
TOURISM WINNIPEG PAGE 50-51
TOURISM TORONTO PAGE 44-45
ART GALLERY OF ONTARIO (AGO) PAGE 48
MUSEUM OF HUMAN RIGHTS PAGE 52
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ASSINIBOINE PARK AND ZOO PAGE 52
CROWNE PLAZA PAGE 43
RIPLEY’S AQUARIUM PAGE 46-47
KEMPENFELT CONFERENCE CENTRE PAGE 49
MB LIQUOR & LOTTERIES PAGE 53
D E S T I N AT I O N P L A N N I N G G U I D E
Meeting and event planners know that for any event to be seen as a success, a number of critical factors must come together in seamless harmony – event programming, networking opportunities, educational sessions, food and beverage, accommodations and off-site activities and amenities. But without having selected the perfect event destination from the very start, it is almost impossible to meet such a challenge. Luckily, Canadian corporate meeting planners have hundreds of outstanding options available to them when it comes to choosing their next event destination. W het her you’re look i ng to create a n atmosphere of elegant sophistication or quiet country charm and relaxation, Canadian meetings destinations have it all. From a festive lobster supper for hu nd reds of g uest s at t he Ma r it i me
Mu s e u m i n H a l i f a x t o h it t i n g t h e slopes after a long day of meetings in Whistler, B.C., meeting planners have an embarrassment of riches when it comes to f ul f i lli ng t hei r event dest i nat ion needs. And even if you’re looking for something further afield, easy travel access to dozens of international venues is also available from major Canadian centres.
With each Canadian or international destination featuring its own unique style and benefits, deciding on your next meeting destination may be one of the most exciting projects you’ll take on this year! Check out our special Destination Guide in the following pages of CM&E for some great ideas on planning your next successful event.
EDMONTON, AB
SHAW CONFERENCE CENTRE:
Where the world meets, celebrates and innovates Edmonton, Alberta is the ideal location for your Canadian convention or conference. Business travellers enjoy easy air access to a warm and welcoming city of more than a million people known for abundant culture, business and recreation opportunities. The Shaw Conference Centre, Edmonton’s only downtown convention facility, places event guests just steps away from 2,000 hotel rooms, top restaurants, shopping and attractions. This landmark building features an indoor atrium
Contact information: Cheryl Rose, Director of Sales Phone: 780-917-7610 Email: crose@edmonton.com www.shawconferencecentre.com
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waterfall and cascading glass architecture, connecting guests to stunning views of the city’s renowned river valley parkland. Meeting planners love our 150,000 sq. ft. of versatile convention, exhibition and meeting space, including 20 breakout rooms and 40,000 square feet of lobby space. An award winning culinary team, comprised of Canadian Culinary Olympics chefs, create worldclass meals for any size budget. In-house conference services provide one-stop shopping for clients including audio-visual, electrical, display services, signage, registration and ticketing services. Ask about the “Edmonton Advantage”, an incentive program that makes it easier for qualified event planners to choose Edmonton as their next host city.
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PEI
PRINCE EDWARD ISLAND MEETINGS & CONVENTIONS
Famous for Island Hospitality and a coastal convention experience second to none! Never more than 5 minutes from the ocean, wherever you look there are stunning vistas to be discovered around every turn and a meetings and conventions industry ready to serve your delegates. Our entire island is at your disposal with unparalleled fresh local foods, dining, golf, and unique and memorable cultural experiences. The Prince Edward Island Convention Centre is ready to host fantastic waterfront events, and guests have easy access to over 1,400 hotel rooms, local artisan boutiques, nightlife teeming with Island musicians, and restaurants featuring our award winning Chefs, all within 10 minutes of Charlottetown International Airport. You can meet anywhere in the world you care to go: another flight, another taxi, another hotel and another agenda. Or you can gather your thoughts, be warmed by our hospitality, and be inspired. Make your next event a coastal experience on Prince Edward Island.
The 6 Regions of Prince Edward Island THE NORTH CAPE The North Cape is home to some of the most breath-taking vistas on Prince Edward Island – a picturesque place where rolling emerald hills give way to rugged red cliffs, and winding dirt roads lead to pristine sandy beaches. It is also home to the world-famous oysters that have earned us the title, The Canadian Oyster Coast. SUMMERSIDE The capital of Prince County and service centre to the surrounding rural landscape, Summerside, the Island’s second city, with a population of 14,800, projects the warmth and friendly feeling of a big town. It offers the amenities of urban life while surrounded by the beauty and tranquility of nature found in its tree-lined streets and abundant parkland. CHARLOTTETOWN Charlottetown, Prince Edward Island is increasingly being hailed internationally as a foodie haven, a cultural capital and a favourite coastal hangout. With the city’s laid back atmosphere and a plethora of delicious dining spots, it’s no wonder this seaside destination shines. POINTS EAST Points East will make you appreciate Island cultural and culinary experiences more than a visit to our beautiful coastal tourism region. Over nineteen authentic experiences, multiple artisan shops, twelve golf courses, four Towns and many
small communities all offer an atmosphere that will make you feel like you are one of the family. GREEN GABLES SHORE While Anne of Green Gables™ may be the principal attraction for many, Green Gables Shore has more beauty and mystique up its sleeve. Not only is the region acclaimed for its scenic landscape, but golfers have a hard decision to make since it has more than 11 courses located just minutes apart. For family fun, spending time in Cavendish is a must-do. There are amusement parks, mini golf, water slides and restaurants that cater to all ages and tastes. RED SANDS SHORE Graced with sandy beaches, red cliffs, green rolling hills, and blue Northumberland Strait, South Shore is a paradise. Rest in the shade, explore clay roads, search for treasures, swim in secluded bays-it’s all here! Discover unspoiled corners as you meander along the curving roads, highways and bi-ways. As you explore these uncrowded roads and coastlines, you’ll experience the peaceful landscape of this very pastoral region of PEI.
Contact information: 855-368-3688 info@peimc.com www.meetingsandconventionspei.com
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H A LIFA X, NS
HALIFAX
proves itself as Atlantic Canada’s premier meeting destination Halifax, Nova Scotia, offers sprawling ocean views, fresh seafood and rich heritage. As the hub of Atlantic Canada - with fantastic air access within North America and Europe - Halifax is an ideal ‘urban resort’, offering the amenities of a modern city while being close to nature.
Getting to Halifax is easy. Halifax Stanfield International Airport - the largest airport in Atlantic Canada - connects with airlines from across Canada, the United States and Europe. Some of the airlines that fly direct to Halifax include Air Canada, Air Canada rouge, United Airlines, Delta Airlines, WestJet, American/US Airways, Condor, Europe Airpost, Air Transat, Porter Airlines and Icelandair. Meeting and convention offerings continue to grow in Halifax, with upwards of 4,500 hotel rooms. In January 2017, the new Halifax Convention Centre will open in the downtown core, featuring over 120,000 square feet of flexible event space, a 30,000 square foot ballroom with a view of the downtown and nearly 50,000 square feet of multi-purpose convention space. As the business and intellectual hub of Atlantic Canada, Halifax is a centre of excellence in oceans, life sciences, education, finance and insurance, and aerospace and defence. The city is home to many academics and impressive facilities, including the world’s highest concentration of researchers in oceanrelated disciplines, Canada’s largest ocean-related research institution - the Bedford Institute of Oceanography, the
Halifax Marine Research Institute and the Ocean Tracking Network. Halifax is also home to the QEII Health Sciences Centre - the largest teaching hospital in Atlantic Canada and a centre of excellence in health research, the Brain Repair Centre - internationally renowned for Parkinson’s treatment, and the Biomedical Translational Imaging Centre - the top source of research in magnetic resonance imaging and magnetoencephalography in Canada. Nova Scotia hosts the Life Sciences Research Institute - providing research and incubator space for companies and researchers in the life science sector. Some of the most significant finance and insurance companies in the world are located in Halifax, including Citco Fund Services, Marsh Captive Solutions, Royal Sun Alliance and Admiral Insurance. Nova Scotia is also home to 40 per cent of Canada’s military assets. Halifax is a welleducated city, with seven degree granting universities and 4 community colleges. Hosting an event in Halifax is an opportunity to impress guests with truly unique venues, such as The Canadian Museum of Immigration at Pier 21 Atlantic Canada’s only national museum, Halifax Citadel National Historic Site
- the largest fort in Atlantic Canada, Maritime Museum of the Atlantic - the oldest and largest maritime museum in Canada and Cunard Centre - the largest banquet facility in Atlantic Canada. When it comes to service, Halifax is known for its warmth and dedication to east coast hospitality. Time and time again, visitors describe Haligonians as welcoming, approachable and friendly. Stunning venues and excellent service combine to create unforgettable events for even the most discerning of guests. Halifax is the quintessential east coast destination, marrying rich history with vibrant culture. From dining in the fortress at Halifax Citadel National Historic Site – to socializing surrounded by vessels in the Maritime Museum of the Atlantic – guests will experience legendary hospitality and natural beauty in Atlantic Canada’s premier meeting destination.
Contact information: Hélène Moberg, Executive Director, Sales hmoberg@destinationhalifax.com www.destinationhalifax.com
HALIFAX, ATLANTIC CANADA’S PREMIER MEETING DESTINATION. WE’VE BEEN warmly welcoming guests for centuries. Our harbourside city and close proximity to nature create a memorable backdrop for meetings & conventions. Discover our legacy of service excellence, including genuine hospitality, outstanding customer service, unique venues and award-winning culinary expertise.
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MEETS THE B I G G E ST E X P E C TAT I O N S
H A LIFAX M ARRIOT T H AR B OUR F RON T 1 9 1 9 U PPER WAT ER ST R E ET, H A LI F A X , N O V A SCOT IA PHON E 9 0 2 . 4 2 1 . 1 70 0 W W W . H A LI F A X M A R R I OT T .COM FACEBOOK.COM/HALIFAXMARRIOTTHARBOURFRONT TWITTER @HALIFAXMARRIOTT
The spacious Nova Scotia Ballroom offers a massive 7,600 sq. ft. of floor space, unobstructed views, and a capacity of 850 guests, theatre style. Perfect for business or personal events, the Nova Scotia Ballroom is part of our 22,000 sq. ft. of convention space that our client hosts return to time and again.
QUÉBEC CITY, YOUR SUCCESS MAKES HISTORY. QuebecBusinessDestination.com
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TOP 7 TECHNOLOGY TRENDS FOR EVENTS Québec City, a leading reference in business tourism, leverages the tremendous potential of technology to ensure that your next event goes down in history. Here is Québec City’s take on some of the most exciting and noteworthy technology trends for 2015—and beyond—that are promising to revolutionize the event industry.
STEEPED IN HISTORY. GEARED FOR THE FUTURE. While Fairmont Le Château Frontenac boasts old world architecture and aweinspiring past, it nevertheless features all the contemporary amenities required for high-tech business meetings and conventions. It is precisely that juxtaposition that makes event planners come back again and again. More information: fairmont.com/frontenac
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1. WI-FI EVERYWHERE Today’s busy mobile professionals expect all events and venues to offer free and reliable Wi-Fi everywhere. Cities, hotels, restaurants and venues alike are investing heavily to meet the increasing demand for bandwidth. Québec City, for example, is becoming a wireless city, thanks to local businesses’ commitment to offering free Wi-Fi to customers and ZAP Québec, a network of free hotspots located throughout the urban centre and maintained by a group of volunteers.
2. SOCIAL MEDIA Social media is fast becoming a must for any successful event. Many event goers use social media to evaluate what events to attend based on their social networks.
Event planners are also focusing on social media as an affordable means to communicate with exhibitors, attendees and staff. Think live tweeting, regular Instagram uploads, Pinterest “pins,” and ongoing Facebook discussions. Sponsorship programs now often include a social component for more modern visibility and advertising opportunities. And what’s more: thanks to social media, the impact of the event is not set in stone (i.e., the event’s specific dates); events are becoming more like communities, where attendees can network with each other before, during and after the event, thereby extending its overall life cycle.
AWARD-WINNING ACCESSIBILITY AND SERVICE State-of-the-art digital signage system, video walls, free meeting mobile application with Freeman Audio Visual, free wall-to-wall high-speed Wi-Fi Internet– all in one exceptionally well-located venue. The Québec City Convention Centre is a meeting planner’s dream! Our knowledgeable staff and partners will help you achieve your goals according to your budget and event specifications. More information: convention.qc.ca/en
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Jardin de Saint-Roch Photo: Marie-Chantal Le Breton
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A HIGH-TECH OASIS FOR CONTEMPORARY TRAVELLERS Hôtel Delta Québec has been completely renovated to cater to the needs of today’s high-tech travellers. Looking to organize an off-site activity? Our team of professionals can help you organize an unforgettable experience in town or in the surrounding region. More information: deltaquebec.com
3. EVENT MOBILE APPS
5. iBEACON/RFID
With the skyrocketing use of mobile devices, savvy event planners are developing event-specific apps to replace paper (programs, exhibitor’s guides, course notes, polls, surveys, etc.) as well as signage and event maps. In addition, event apps can help to facilitate social media engagement and networking, send targeted alerts to event goers, enhance gamification opportunities, and much more.
Marketers and event planners around the globe are implementing iBeacon from Apple, a wireless technology that provides location-based information and services to iOS-based devices, or Radio Frequency Identification (RFID) to improve attendee experience.
4. EVENT GAMIFICATION Event gamification, otherwise known as points, badges and leaderboard systems, can be fun and useful in providing incentives for attendees to attend conference sessions, interact with others, visit certain tradeshow booths, etc. By providing a friendly competitive environment, event gamification relies on behavioural psychology principles to energize and engage participants.
‘‘Event gamification, otherwise known as points, badges and leaderboard systems, can be fun and useful.” 3
THE ULTIMATE RIDE
For example, an event organizer can use iBeacon to push out alerts about surprise guest speakers, short queues to pick up registration badges, free food vouchers, and last-minute meeting room changes. RFID wristbands can replace admission tickets and offer a new means for participants to purchase gifts, merchandise and products. Both technologies are excellent means to increase in-event revenues!
6. WEARABLE TECH Google Glass and smart watches have the potential to facilitate attendees’ travel, appointment scheduling, menu selections, and navigation during an event. GoPro and other similar devices can record experiences through the eyes of the attendees or organizers, capturing the vibe of an event for promotion that can be done for months, if not years, to come.
7. BIG DATA AND ANALYTICS While mobile has gone mainstream, analytics and big data are also becoming entrenched in event planning. Leveraging mobile apps, event platforms and the myriad of other technological innovations, event planners can more easily collect valuable data—and are no longer in the dark when it comes to attendee profiles. Every touch point at an event can be tracked and stored for subsequent analysis. The end result? Event organizers can better tailor their messaging, marketing and events as a whole for better performance in the future. The list of technological advances that are changing the world of event planning is as long as it is fascinating. Other up-andcoming solutions include drones (yes, you read correctly) for promotional videos with sweeping panoramas, virtual reality for product demos, virtual event assistants and simulations of live experiences, and holograms—similar to virtual reality applications, but without the cumbersome headgear. Sounds like stuff out of a Hollywood film? Perhaps. However, forward-thinking event planners are taking the next step to boost interactivity and engagement during events. Your next challenge: tapping into all the power technology has to offer.
For more information, please visit: 4
QuebecBusinessDestination.com
One of the best ways to get to Québec City is by train! Sit back and relax as you travel with VIA Rail. With several daily trips, VIA Rail is the ideal method of transportation for business travellers: comfortable seating, free Wi-Fi, cell phone use, spacious seating and a power outlet at your seat. Boost your productivity and get the job done as you wind your way through Québec’s farms and country landscapes. So refreshing! More information: viarail.ca
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Fontaine de Tourny Photo: La maison Simons
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Get Wi-Fi everywhere! Photo: Stéphane Audet
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Fairmont Le Château Frontenac Photo: Luc-Antoine Couturier
RELAX, WE’VE GOT YOU COVERED MONTRÉAL THE #1 INTERNATIONAL MEETING CITY IN THE AMERICAS* FOR THE 4TH STRAIGHT YEAR PALAIS DES CONGRÈS DE MONTRÉAL GOLD QUALITY STANDARDS** CERTIFIED AND WORLD’S BEST CONGRESS CENTRE FINALIST
FIRST THINGS FIRST
You deserve some peace of mind. Contact Suzie Roy, Business Development Manager at suzie.roy@congresmtl.com or 514 871-3182
* UIA rankings 2011-2014 ** AIPC
MONTREAL, QC
CENTRE MONT-ROYAL is the perfect host and here’s why…
Centre Mont-Royal does what most hotel and unique venues cannot do. Since its opening in 2000, Centre MontRoyal is a conference and special event centre that is solely dedicated to the event. It shows in the amount of care and consultation that goes into each event and of course it is demonstrated in the result. LOCATION, LOCATION, LOCATION Situated in the heart of downtown Montreal, Centre Mont-Royal is at the center of everything that matters. Over looking Sherbrooke Street, arguably the most beautiful street in the city, CMR faces McGill University’s historic campus. Centre Mont-Royal is surrounded by hotels with 3500 bedrooms within steps of its entrance. It is surrounded by restaurants, shopping, museums and mass transit. But if you prefer to cycle around town, you’ll find Bixi bikes at CMR’s front door. WE ARE IAAC An IACC member since 2001, the high standard that Centre Mont-Royal holds itself to is inspired by IACC’s membership criteria and code of ethics. Centre MontRoyal’s environment is completely ergonomic. Guests find complete comfort in 8 hour chairs, write on hard surfaced non reflective tables and breathe the highest air quality possible. Participants attending meetings have the advantage of comfort which means a happier guest and a more productive meeting with less distraction. TECHNOLOGY AT CMR Does Centre Mont-Royal have the latest technology? Yes. Centre Mont-Royal takes pride in offering high level conferences supported by the latest technology and a new WIFI system. Whatever your technological needs, Centre Mont-Royal can accommodate you with ease.
LOOKING GOOD IS FEELING GOOD Centre Mont-Royal has undergone a complete transformation over 2014. Meeting in an ergonomic environment that just happens to have new carpeting, wallpaper and furniture makes everyone feel young again. FOOD IS LIFE! We know you can have all the beauty, the latest technology, be in the most desired area in Montreal but it’s all about the food. Executive chef, Yves Malenfant and his outstanding brigade strive to present gourmet meals that thrill, directly from our own Centre Mont-Royal kitchen. And we do it with passion and precision. The chef uses only the freshest ingredients and is inspired by the seasons and Quebec’s local producers. You’ll find packages to suit every budget or you can custom design your own menu. The CMR kitchen produces everything from breakfast, lunch, coffee breaks, to cocktails and gala dinners. One thing you can count on, guests will head back into their meetings, talking about their meal. WHAT MORE CAN YOU ASK FOR? At Centre Mont-Royal, you can expect a great deal more! Centre Mont-Royal offers 17 meeting spaces which are versatile and can accommodate any event from 10 to 850 people. All meeting spaces have individual climate control.
The heart of the Centre is Theatre Symposia, a 730 seat state-of-the art venue. Symposia is a wonderful setting for a key note speaker, performances, movie screenings or anything that takes place on a stage with an audience. The high quality acoustics and ergonomic tiered seats allow for maximum comfort and enjoyment. Symposia offers impeccable booth controlled audio-visual, satellite up/down capabilities, a pre-function area, built in stage and translation booths. As an added advantage, the room is built column free so every seat is front row.
In spring, summer and fall months, visitors will enjoy the outdoor terrace but even indoors they will appreciate the many floor to ceiling windows which allow for abundant natural light. Centre Mont-Royal is connected to the underground city so even in winter you can navigate downtown Montreal without a coat. Underground parking is available and Centre Mont-Royal is conveniently located just 20 minutes from the airport by taxi and only a few minutes walking distance from the train station.
Centre Mont-Royal offers it all and delivers through the expertise of a finely tuned professional group of coordinators. The CMR team strives to please their clients and guests. Have a look at the perfect host – Centre Mont-Royal. Visit us at www.centremontroyal.com.
Contact information: Luis Ribeiro Phone: 866-844-2200 Email: info@centremontroyal.com www.centremontroyal.com
OUTAOUA IS, QC
GATINEAU AND THE OUTAOUAIS REGION Where Everything is Possible!
Event organizers looking for the complete package have found the destination for their next event in the Outaouais region… Whether you would like your delegates to commune with nature in a tranquil setting, or you would prefer a more urban getaway without the big city headaches, the ideal location for your next gathering is definitely the Outaouais region! PROXIMITY IS THE KEY! Located just a few minutes from the Nation’s Capital, Ottawa, the Outaouais region is a mesmerizing blend of urban lifestyle and countryside escapes. You can combine cultural events and the great outdoors, and top it off by sumptuous regional cuisine for the most discerning palates! The Outaouais region, with its endless activities, will easily fulfil any clientele’s desires! Because there’s more to events than meeting rooms, we will also suggest numerous activities including team building, and help you discover our scenic destination! Planning an event in the Outaouais region also means to humanize it. What other destination features a waterfront hotel right in the city, a variety of cultural and historical establishments, all just a stone’s throw from Ottawa? Our first-rate infrastructures give you the opportunity to host your meeting in the downtown core early morning, complete with a moonlit outing in renowned Gatineau Park? Our extensive offering is crowned by our legendary hospitality and bilingual hosts.
Contact information: Annie Leveillee Phone: 819-778-2530 Ext. 236 aleveillee@tourisme-outaouais.ca www.outaouaismeeting.com
NUMBERS IN THE OUTAOUAIS REGION - Over 20 fine dining establishments, including one CAA-AAA rated Five Diamond; - 212 meeting rooms, totalling 406,653 square feet; - Eight national museums; - More than 30 hotels, including one 5-star hotel; - Over 560 members of the tourism industry eager to welcome you!
AN IDEALLY LOCATED DESTINATION Planning a trip to the Outaouais region is always simple, since all the major modes of transportation lead to our destination: - By car or by bus, only two hours from Montreal; - By plane, through Ottawa MacdonaldCartier International Airport, or through the Executive Gatineau-Ottawa Airport (for smaller planes only); - By train on the VIA rail network from most major Canadian cities. Furthermore, the meeting specialists at Outaouais Tourism propose many additional services to assist you in the successful planning of your special event. Lean on us to simplify your life! Among other services, we will analyze your overall needs, assist in getting various quotes from local businesses, help you with ideas and organization of your theme night, provide references for your suppliers and suggest pre and post-event activity and spousal programs. We have a fantastic diversity of products and activities than can easily satisfy all our client’s requests. Our partners always want to innovate and think out of the box. The Quebec province has always been known for its friendly and warm welcome and the Outaouais region does not go against the rule! Our situation next to Ottawa helps us stay on the ball constantly and this way we remain competitive. Summer or winter, there are thousands of reasons to choose the Outaouais region for your next destination.
GATINE AU, QC
CROWNE PLAZA GATINEAU-OTTAWA
Experience downtown between two meetings Planning a meeting in the National Capital region? Scouting for the ideal location and looking for great value? Only minutes away from downtown Ottawa on the island of Hull, the Crowne Plaza Gatineau-Ottawa and Plaza Gatineau provide an inspiring environment for any conference, meeting or special event. Our team of professionals will assist you in delivering a successful meeting, big or small.
• 224 spacious guestrooms including 12 suites • 12 meeting spaces totalling 15,040 sq. ft. • No minimum requirements for both guestrooms or meetings • Full service hotel • Complimentary Wi-Fi • 24h business centre • Meeting packages
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Audio services provided Salt-water lap pool & 24h gym IHG Business Rewards Open booking windows, easiest place in town to get what you need
Contact information: Nathalie Tremblay, CMP Director of Sales Phone: 819-778-3040 ext. 202 Email: ntremblay@rosdevhotels.com Maryon Lapratte, Banquet Coordinator Phone: 819-771-4777 Email: maryon@plazagatineau.com Toll Free: 1-800-567-1962 www.crowneplaza.com/gatineauottawa www.plazapmg.com
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WA K E FI E LD, QC
THE WAKEFIELD MILL HOTEL & SPA The Wakefield Mill Hotel & Spa offers a unique combination of professional meeting facilities, relaxing accommodations, unique dining and leisure pursuits to make every occasion memorable, whether it is a business lunch, a distinctive corporate event, or a special celebration. We provide a range of flexible and elegant function rooms, each with their own distinct character and ambiance. Best of all, we are 25 short minutes from Ottawa along a splendid scenic route in the Gatineau Park.
Discover truly outstanding service within the intimate ambience of the Wakefield Mill Hotel and Spa. Our function rooms resonate with the history of the Mill while featuring the most modern amenities. We offer you the personalized services of our well-trained team of professionals who are pleased to assist you in both French and English.
We’d be happy to answer any questions you may have about our business meetings or special events. To book or inquire about our packages, please contact us.
Contact information: Brigitte Emond Phone: 819-459-3475 ext. 106 Email: ventes@wakefieldmill.com www.wakefieldmill.com
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TO R O N TO, O N
OUT OF THIS WORLD Toronto Shines as a Premier Destination for Meetings, Conventions and Sport
Torontonians love their city. And why wouldn’t they - it has so much to offer in every category. People from around the globe seem to agree. In 2014, the city set a new tourism record by welcoming 14.3 million overnight visitors. Toronto is Canada’s premier meeting and convention destination. For starters, the Toronto area has all the essential nuts and bolts needed to host groups from ten to ten thousand. The city is well connected. Toronto’s Pearson International Airport is home to 66 airlines, offering nearly 1,100 flights every day and is just a 90-minute flight or less for more than 100 million people who live south of the 49th parallel. To make it even more convenient, earlier this year, the new Union Pearson (UP) Express rail service was unveiled, connecting the airport and the city’s core with a seamless 25-minute ride. Another option is the Billy Bishop Toronto City Airport, which features flights to and from 18 North American destinations including Montreal, Ottawa, New York City, Chicago and Washington. Tucked at the foot of the city’s downtown core, the airport is now accessible by a new pedestrian tunnel. As for facilities and accommodation, Toronto has it covered. The city is home to 230 hotels and 40,000 rooms. The range of places to stay is staggering, from fun and funky to historic layouts where you can sleep in the same rooms used by the Royal Family or Oscar winners. In between are first class establishments that offer both the best in service and in sophisticated meeting spaces. For larger events, the city is equipped with an enviable array of all-encompassing conference facilities - in total, Toronto boasts more than 3.2 million sq. ft. of meeting and exhibition space. The Metro Toronto Convention Centre, which is located right in the heart of the business and entertainment centres of the city, is home to 600,000 sq. ft. of flexible space and also includes two ballrooms and a 1,330 seat theatre. The Enercare Centre, which overlooks Lake Ontario, is Canada’s largest trade and consumer
Contact information:
Robert Kawamoto Director of Sales, Canadian Meetings, Conventions and Sport Phone: 416-203-3810 Email: rkawamoto@torcvb.com
show facility and features more than one million sq. ft. of space. The adjoining Allstream Centre is the country’s newest and is home to 160,000 sq. ft. of space. All of Toronto’s conference centres are environmentally responsible and feature innovative green programs. In the Toronto Airport Area, Mississauga and Brampton, there are two more major centres, both located within five minutes of the airport and 50+ high quality hotels representing 13,000+ rooms. The Toronto Congress Centre is one of the largest meeting facilities in Canada with over one million sq. ft. of space and it annually attracts top events. The International Centre is a leading, multi-purpose facility that features 500,000 sq. ft. of exhibition and meeting space. It is worth remembering that Toronto is also home to dozens of unique spaces. Delegates can meet at the top of a sky-high tower or next to the inner workings of a craft brewery. The city even has its very own castle that comes complete with secret passageways.
When it is time to take a break from meetings, Toronto offers a thousand and one different options. To say that Toronto is cosmopolitan is an understatement. No matter where you’re from, the city will feel like home - more than 180 languages and dialects are spoken here. Have a hankering for a favourite meal or something entirely new that will challenge them taste buds? Then pull up a chair at one of the city’s 9,000 restaurants offering every conceivable dish. Toronto is truly a big league city when it comes to sports. Besides the Blue Jays, it is home to the Maple Leafs and Marlies for hockey, TFC for soccer, the Rock for lacrosse, the Argos for football and the Raptors in basketball. The world’s top tennis players gather each summer at the Aviva Centre for the Rogers Cup and if golf is your game, there are more than 150 courses within a 90-minute drive of Toronto. You can even tee it up at Glen Abbey Golf Course on the same layout where Tiger Woods
captured the Canadian Open. Woodbine Racetrack has all of your entertainment needs covered from the year-round edge-of-your seat excitement of Canada’s best horse racing to the 24-hours-a-day, 7-days-a-week rush of winning on one of over 2,000 slot machines. In July and August 2015, Toronto hosted the Pan and Parapan American Games which was an enormous success both for the athletes and the spectators. Over 6,000 athletes from 41 countries competed in the Games with over one million tickets sold and more than 23,000 volunteers helping out to ensure that the Games were a hit. The legacy not only included a feel good vibe, but a number of new, state-of-the-art facilities opened including the Toronto Pan Am Sports Centre (TPASC) and Field House which includes two, 10-lane 50-metre pools and a 5-metre deep diving tank with four different platforms. The Hershey Centre hosted the combative sports of judo, karate, taekwondo and wrestling, as well as goalball, powerlifting and featured the debut of wheelchair rugby during the Games. The Etobicoke Olympium was renovated and features an Olympic-sized pool, a lesson and training pool, four dive towers, two springboards, a gymnasium and a fitness centre. The Toronto region is also a capital of culture. Along with London and New York, the city is one of the world’s top spots for live theatre. There is always a Broadway play or stellar homegrown production on the boards. The city is also studded with an enviable line-up of galleries and museums. At the Art Gallery of Ontario (AGO), not only can you view the country’s largest collection of Group of Seven paintings but also marvel at the changes made to the building by iconic architect Frank Gehry, who actually grew up not far away from the AGO.
Start your day off at one of the city’s most iconic shopping hubs – Toronto Eaton Centre. Conveniently located downtown on Yonge Street between Queen and Dundas, this sprawling mall is a Toronto landmark. Make your way southwest to Mississauga, where more retail delights await. Square One is the largest mall in Ontario, boasting over 360 stores and services in more than 1.6 million square feet of space. You’ll feel like Dorothy in the Emerald City as you explore its many shops. Toronto Premium Outlets boasts an impressive collection of high-end brands for outlet prices that is sure to appeal to bargainhunters of all stripes. An hour’s drive southwest of the city brings you to one of the planet’s natural wonders Niagara Falls. After being dazzled by the four million cubic ft. of bubbling water that plunge over the Falls every minute, why not cap off the day with a visit to one of the dozen or so wineries in the area. When you combine this city’s first-class facilities with all of the terrific things to see and do, it is easy to understand why Toronto is one of North America’s premier meeting destinations.
TORONTO REGION FAST FACTS • 230 Hotels & 40,000 Hotel Rooms • 4 major convention centres • Over 3,260,000 sq. ft. of meeting and exhibition space • 7 major arenas and athletic centres and 4 major aquatics and track and field venues • Pearson International Airport serves 65+ airline carriers • New 25-minute Union Pearson (UP Express) rail service between Toronto Pearson and downtown Toronto • 200+ attractions
TORONTO’S NEWEST EVENTS VENUE
Make your next event a thrilling underwater adventure.
Invite your guests to immerse themselves in an incredible underwater experience at Toronto’s newest event destination. With nine galleries to explore, Ripley’s Aquarium of Canada provides a truly one of kind event experience for corporate clients, galas, celebrations, fundraisers, holiday parties, meetings and more! The Aquarium’s carefully selected list of approved catering and supply partners will work with you and the Events team to ensure a seamless planning experience and impeccable event. Your chosen suppliers will guide you through the planning process, from creating a customized menu, to creating the perfect event layout and décor design, and executing a flawless event on the big day. In addition to offering a unique space, the Aquarium Events team can offer a variety of unique experiences to enhance your event, from Behind the Scenes tours to custom Dive Shows. For more information on requesting your event, please contact us at Events@RipleysAquariumOfCanada.com or call 647-351-3474 Ext. 2645.
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TO R O N TO, O N
SHERATON CENTRE, TORONTO Canada’s flagship Sheraton invites you to experience the allure of our completely refreshed hotel in the heart of downtown Toronto. With a $120 million renovation, no expense was spared to ensure that all of our 1,372 guest rooms were transformed into a vision of modern sophistication. The recently completed renovation at The Sheraton Centre
Toronto brings a fresh look to our technology enabled guest rooms with rich colors and state of the art amenities. In addition to the guestrooms, the hotel has renovated all of its meeting space & ballrooms. Guests will revel in the elegance & splendour of the brand new, $10 million collection of ballrooms – including the breathtaking Grand Ballroom which features occupancy of 3,500 guests. We’re striving to exceed expectations and looking forward to
serving the needs of you and your clients for all of your meetings & conferences with more than 130,000 square feet of event space.
Contact information: Phone: 416-814-1299 torontomarketsales@starwoodhotels.com www.sheratontoronto.com
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art architecture events A Holiday Event to Remember at the Art Gallery of Ontario Enjoy an inspirational art collection, world-class cuisine, superior event services and access to the city’s most stunning spaces. Create a one of-a-kind holiday party and host your festive eventat the AGO. With multiple event spaces, seminar rooms and a theatre to choose from, there is a venue for every type of event. Whether it’s a corporate or social holiday gathering—the AGO’s full serviceevents team will cater to your every need!
Spaces are booking fast – Book your event today! events@ago.net | ago.net/venue-rental | 416 979 6634
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BARRIE, ON
KEMPENFELT CONFERENCE CENTRE Warm up to a winter meeting!
For 33 years the Kempenfelt Conference Centre has been setting the standard of quality as a Dedicated Conference Facility. Conveniently located just a little ABOVE Toronto, an hour CLOSER than Muskoka and quietly nestled on 20 acres of natural beauty with 1500’ of Lake Simcoe shoreline. We feature four distinct and unique buildings, each with its own meeting rooms and accommodations for a total of 79 guestrooms/141 beds, 20 meeting/seminar rooms and picturesque lakeside dining for up to 200 people. Our dedicated conference staff are here to ensure all your needs are met.
DARE TO COMPARE! For less than the price of a single room in many resorts and hotels, our hassle-free, surprise-free Complete Meeting Package includes: • Lakeside accommodations • Full Hot & Cold breakfast and lunch buffets • Three course table d’hote dinner with a choice of three entrees • Select non-alcoholic beverages with each meal • An evening snack delivered to your group’s social area • Main meeting room plus all required breakout rooms (lockable with 24 hr. access) • Audio visual and support equipment including multi-media projectors • Property-wide state-of-the-art Cisco® WiFi with 100 mb pipe to upstream internet with bandwidth of over 1 GB • Unlimited access to our coffee/tea and juice refreshment stations • And free parking JUST NEED A MEETING SPACE & LUNCH? Our Complete Day Meeting rate starts at $25 per person per day and includes freshmade muffins and pastries on arrival,
main meeting room including set-up and service, flip charts with markers, unlimited morning and afternoon beverage breaks and a full hot and cold station style buffet lunch with selected beverages. NEED A PLACE FOR A GROUP EVENT? We also offer unique and flexible spaces for Christmas parties, private functions and for a limited number of lakeside weddings each year. Cozy up to one of our 3 fireplaces this winter and experience the Kempenfelt difference. Great meetings DO begin with the site.
Check out our website for an excellent overview of our facilities and packages and to request a quote.
January/March/April 2016 $139 per person double $169 per person single
February 2016 $168 per person double $199 per person single
Super Hot Dates (15 days out and selected dates, please inquire)
Contact information:
$89 per person double $99 per person single
Phone: 705-722-8080 Email: info@kempenfelt.com kempenfelt.com
Plus applicable taxes, per day for our Complete Meeting Package with no hidden fees, no auto gratuity, no DMF, no Admin Fees.
WINNIPEG, MB
MEET WINNIPEG’S NEWEST STARS
Expansions and new developments shine bright in Winnipeg Imagine a great city. Now, name all the ingredients that make a city great. Start with smart growth, gentrification and rejuvenation, all-season recreation, and eclectic neighbourhoods with local shops. Then come diverse restaurants, parks and green spaces, dog parks, universities, and proximity to forests and lakes. Finally, finish with a world-class reputation for attracting and hosting stellar national and international events and conferences. Add it all up, and what do you have? Winnipeg. The prairie city, located smack dab in the geographic centre of North America, has all that. And we’re always ready for guests. We’ve got the rooms, convention space and heaps of homegrown expertise to host your next meeting, convention or corporate event. We’re also in the midst of unprecedented change and expansion. More than $2 billion is being spent on new infrastructure and attractions, all to make Winnipeg an even greater city. Nine new hotels have opened in the last four years, with another slated to open next year. By early 2016, Winnipeg will have 8,000 rooms. Existing hotels have completed millions in renovations, and our convention centre is undergoing expansion. SOME NEW DEVELOPMENT HIGHLIGHTS INCLUDE: The RBC Convention Centre Winnipeg is Canada’s newest convention centre. Located in the heart of downtown, it’s undergoing a $180 million expansion and upgrade. Upon completion in 2016, the centre will have taken over almost an entire city block and nearly doubled its size to 264,000 sq. ft. The new facility will include multi-purpose spaces that can be divided to suit needs, 133,000 sq. ft. of pillar-free space, additional underground parking and a main floor public assembly space. The jewel in this crown is the new City Room, a third-floor, 46,000 sq. ft. space for hosting sit-down dinners and dances for 2,800, or trade shows with up to 217 exhibit booths. Full windows on the east and west stream light into the expansive room and offer excellent downtown views. In the meantime, the centre is open for business and still hosting first-rate conventions, corporate events and group meetings. Its central location—all within walking distance of hotels and attractions, shopping and dining—make Winnipeg’s convention centre a prime spot to host delegates.
Bonnie & John Buhler Hall at the Canadian Museum for Human Rights. Photo credit: William Au/Destination Canada
Another new meeting space includes the expansion and redesign of the conference centre at Victoria Inn Winnipeg Convention Centre. The ballroom boasts a size of 25,000 sq. ft., making it the largest Winnipeg convention centre hotel space in Manitoba. Imagine throwing a cocktail reception or gala dinner at Canada’s newest international architectural icon—The Canadian Museum for Human Rights (CMHR). The grand hall boasts 7,260 sq. ft. of open space, with dramatic high ceilings. Create a spectacular gala event with 400 guests, set up the hall as theatre space for 500 people, or entertain up to 700 with a reception. For a truly unique gathering space, The Garden of Contemplation offers 4,400 sq. ft. of space, suitable for a 60-person dinner, or stand-up reception for 150. A boardroom and classroom are also available to rent for meetings. For the past several years, Winnipeg’s Assiniboine Park and Assiniboine Park Zoo have also undergone considerable changes with new meeting spaces. Host a tranquil meeting or banquet at a state-of-the-art, 220seat hall surrounded by nature, or a one-of-akind cocktail reception at the zoo’s new Arctic species exhibit Journey to Churchill. Planners will earn serious kudos for giving delegates a memorable experience as they watch polar
Sea Ice Passage in Journey to Churchill at Assiniboine Park Zoo. Photo credit: William Au/Destination Canada
bears swim overhead, or watch the bears roam past the wall of windows in the 120-seat restaurant and dining room. When it’s time for delegates to chill out, they can relax mind, body and soul at Winnipeg’s luxurious spas, including the new $6 million Thermëa by Nordik Spa-Nature. The spa invites guests to rejuvenate the Nordic way in a sauna, steam bath and cold and hot water pools. It’s clear we’ve been very busy in Winnipeg. These inspired settings can only be found in the heart of Canada, where our new skyline, hotels and one-of-a-kind attractions are shining bright for all the world to see. Join us, bring your delegates and we’ll make your vision a reality, too.
e n i h s n o i t n e v n o c See your 's g e p i n n i W t amongs newest star s.
Opening 2016
Dazzle your delegation in our stunning new convention centre, see polar bears swim and play in the majestic Journey to Churchill and have a world-class reflective experience at the Canadian Museum for Human Rights. These inspired settings can only be found in the heart of Canada, where our new skyline, hotels and one-of-a-kind attractions are shining bright for all the world to see.
To book your next convention please call Tourism Winnipeg 1.855.PEG.CITY (734.2489) or visit meetingswinnipeg.com
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WINNIPEG, MB
ASSINIBOINE PARK AND ZOO Located in Winnipeg, Manitoba, Assiniboine Park is the ideal location for corporate conferences, large-scale meetings, receptions and seminars. A short drive from downtown Winnipeg and the airport, Assiniboine Park has a variety of venues and meeting spaces to suit all of your corporate event needs and offers a unique visitor experience, unbelievable views and impeccable dining. From the Qualico Family Centre, nestled in the trees along the edge of the duck pond to the premier northern species exhibit Journey to Churchill as the Assiniboine Park Zoo, we guarantee an event experience like no other. Assiniboine Park Zoo is the only venue in town where you can add polar bears to the guest list! With options for guests to dine under dancing Northern Lights in the Aurora Borealis Theatre or mingle in the Sea Ice Passage under the pools that polar bears and seals call home, Journey
to Churchill has capacity to host anywhere from 10 to 200 guests and is an awe-inspiring backdrop for any type of event. Optional addons for breakout sessions available at all Park and Zoo venues.
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Phone: 204-927-6060 Email: events@assiniboinepark.ca www.assiniboinepark.ca
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The Canadian Museum for Human Rights is a stunning new international architectural icon that is the perfect venue for your next event. We offer a number of rental venues that have the potential to inspire your guests in powerful ways. Whether you’re looking for a location to host a wedding, a gala, a holiday party or any other special event, we can work with you to make your event unique and unforgettable. For more information, please contact Bruce Garvey: bruce.garvey@humanrights.ca or 204.289.2233
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WELLNESS
NEUROLEADERSHIP The key to greater career and life success By Carey-Ann Oestreicher
Three years ago, I experienced a freak accident which led to a brain injury. I didn't know it at the time, but this injury would change my life. Not just because of the severity of it, but because of the valuable lessons I would learn through my recovery and brain rehab that have taught me a lot about how I want to work and lead my life.
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WELLNESS
Recently, I was featured in the business section of The Globe and Mail in an article about neuroleadership. As the CEO of my leadership and career development firm, Potential Unlimited, I work with individuals and groups of leaders who are all wanting to do more with less. They are working at a face pace with te c h nolog y h av i ng t hem t u r ned on 24/7, and of course, we can't forget all of our personal commitments. The reality is, we just have so many to-dos in our lives that it may feel at times we are losing ourselves.
NEUROLEADERSHIP — HOW CAN IT HELP YOU?
Neuroleadersh ip is k nowi ng how to leverage you r bra i n, a nd t he way it work s to its maxi mum efficienc y i n each moment to be a stronger leader. Understanding the power of the brain is really fascinating, and I don't think t he so - ca l led nor m a l person k nows how to leverage their brain for success. I sure know that I had no idea before the brain injury and all the lessons that came along with it. In many ways, it seems our workplaces are designed to work against the brain. Fast paced activity is rewarded, open concept work environments with lots of stimulation are becoming the norm, and easily accessible technology has left us with little time for true brain breaks to unplug. The work I focus on with my clients is around producing results and doing it in a way that feels right for them and their brains. As such, my executive coaching takes a much more holistic approach. I really believe that we, from an organizational standpoint, have a great opportunity as we are on the forefront of neuroleadership. Alig n ing our workplaces in a way that is more conducive to the principles o f n e u r ole ade r sh ip, i n add it io n t o teac h i ng i nd iv idua l leaders how t o wo rk i n t h i s m a n n e r, t h e r e fo r e sh i ft i ng the cult ure as well as thei r own executive capabilities, is massive to preparing organizations to lead the
way in the future. There is a wealth of in formation on the brain that hasn't been tapped in the workplace. But, I do see a shift. Individuals I work with who are committed to rewiring their brains through the exercises I teach them and tools we use toget her, state it's like magic happening inside of them. But it's not magic — we just can't see our brains re-wiring differently. But using neuroscience in the workplace is a very real competitive advantage.
GET MOVING!
Exercise is not a n ice to-do when it c om e s t o n e u r ole ade r sh ip. It i s a s i mpor t a nt a s a nyt h i ng t h at you do du r i n g o n e o f yo u r b ig m e e t i n g s. Regular cardiovascular exercise several times a week, not on ly keeps you in shape and decreases st ress, but also helps flush toxins from the brain and wires neurons more efficiently. When I work w it h a cl ient, we t a l k ab out exerci se a s pa r t of t hei r leadersh ip development plan. A study in the journal Ergonomics concluded that “Mental performance was significantly better in the physical f it t h a n i n t h e u n -f it . Fit wo rk e r s com m it ted 27 per cent fewer er rors on tasks involving concentration and sh i r t-ter m memor y a s compa red to un-fit workers.”
T here i s seem s to b e a movement toward “hacking” our brains to improve our performance. The best way to hack your brain in this regard is to pick a few healthy work habits that feel right for you, and then keep practicing them. For instance, it is best for your brain not to multitask from a leadership efficiency standpoint. The once highly desired t ra it of mu lt it ask i ng is fou nd to b e counterproductive to the brain. It will take you 25 per cent longer to complete e a c h i n d iv idu a l t a sk i f you t r y t o combine tasks versus making the time to work on one single task (preferably in a closed door environment to minimize i nter r upt ion s) a nd t hen t a ke a t r ue brain break away from the email before starting on your new task.
DEVELOP HEALTHY HABITS
N e u r o n s t h a t f i r e t o g e t h e r, w i r e together. It is all about creating healthy work habits for your brain and then Corporate Meetings & Events Fall 2015 | 55
WELLNESS continue to practice them to enforce the rewiring of your brain until it becomes second nature. Mindfulness has been a game changer for me in the way that I lead. This has been the number one tool in helping change my brain to set me up for greater success in work, and in life. Before the brain injury, I dabbled in meditation a bit to help me clear my mind and reduce stress. But after the injury, I was involved in an in-depth mindfulness program that really is about training the brain to be in the present moment and live with full focus as you carry through your day. It changes everything. The way you listen to people is really about hearing them and also the messages they aren't verbalizing so you can have more authentic conversations. And, there is less judgement and stress because you aren't in your head trying to assess everything. Because of t he success I was experiencing with mindfulness, I created a program, Mindfulness Leading and Living, for individuals and groups around how to learn how to rewire your brain through mindfulness to feel less stress, more focus and to cultivate stronger leadership capabilities. The added bonus is that these programs help leaders in all areas of their lives feel more fulfilled
and working in a way that feels right for them versus just focusing on the to do's and checking things off the list. Totally different perspective to leading.
REWIRE THE BRAIN
Research from the Yale Stress Center shows t h at whe n we a r e st r e s s e d, something interesting happens to our prefrontal cortex. This area of the brain controls executive functioning. It actually shrinks! We have the ability to also help this area of our brains grow through wiring our brains by practicing healthy work and life choices. My advice to people who are feeling over whel med or st uc k i s to stop ramming so much stuff into our days. I k now this seems impossible to cut back when you already feel stretched, but I have never worked with a leader with whom I couldn't help find areas to pull back on and give themselves more space. As leaders, you need to step bac k a nd t h i n k ab out t he key areas you need to focus on, build in t r ue brai n break s mult iple t i mes i n your day, fi nd spaces you ca n work with no distractions, definitely learn mindfulness, exercise regularly, and learn to set boundaries for yourself if you feel you are constantly pushing
your brain. High-performance brains are like high-performance race cars: If you don't stop for a pit stop, you won't be able to win the race. Interested in working and living in a more mindful way to reduce your stress levels? Here are some exercises to try to begin to rewire your brain for more focus, peace and effectiveness. 1. Slow down. For 10 minutes each day,
p i c k a n e xe r c i s e you’d n or m a l ly do on autopilot such as driving or typing out emails, and slow it down to h a l f t i me. Rea l ly fo c u s on t he physical sensations of touching the keyboard and the thoughts that go through your mind.
2. Deep breathing. For th ree minutes,
th ree t imes a day, close your eyes and practice deep breathing. Deep breathing is one of the best ways to ca l m dow n you r ner vous system. This is a great way to recharge your batteries at intervals throughout the day.
3. Connec t wit h ot hers . Reac h out to
one person each day in a completely s e l f l e s s w a y. T h i s m i g h t b e a n e m a i l t o c h e c k i n w it h s om e o n e on a personal level. Or, it could be dropping off a takeout din ner gift certificate for a busy friend. When you g ive away love, you r e c e ive more back.
4. Nur ture your body. Several t imes a
week focus on taking care of your body. This could be a yoga class, spa appointment or even just lying out on a lounge chair to relax. Put down t he book for a wh i le a nd just feel your body.
C are y - A nn O e st re ic h e r, M BA , C h i e f Engagement Officer, Potential Unlimited, works with individuals and companies to help them reach their full potential. Due to her success in developing leaders through her unique holistic coaching approach, she is a sought after keynote speaker and has been featured on CTV’s Canada AM, CBC News World, City TV and TSN. To find out more, visit www.potentialunlimited.ca
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EXPERIENCE WELLNESS AT THE WORKPLACE!
HOP ON THE DEELUX MOBILE SPA BUS ON YOUR BREAK AND GET A REJUVENATING MASSAGE
In our mobile wellness lounge we offer 3 different massage treatments (2 stations set up of each). Guests would have the option of a 15-20 minute treatment. We can accommodate 5-100 employees! We also can set up a rejuvenation station at your next meeting. The Massage stations include: 2 full body massage chairs 2 massage technicians 2 shiatsu neck and lower back massage. Call or email us today to schedule your visit! 416-268-8007 or diana@deeluxmobilespa.com
www.deeluxmobilespa.com
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GRAPHICDESIGN
GRABBING GRAPHICS Creating that WOW factor using graphic design By Annie Ratcliffe, Rosie Chapman-Smith and Jenny Faucher As a reader of CM&E magazine, you know how to run an event and make it fabulous — a welcoming atmosphere, stunning audio/visual, delicious catering, and technology that work together to ensure happy attendees. However, there are components to an event that too often are overlooked – for example, eye-catching, informative, branded design materials. From the start to finish of your event, whet her it i s a t h re e-hou r co ckt a i l n e t wo rk i n g e ve n t, o r a t h r e e - d ay international conference, having an array of creative, exciting, branded content can elevate your event in every way imaginable.
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Some of your events may be done year after year, but no two events should ever be the same. If you find yourself falling back on the “same old,” consider some of these pointers to help you elevate your event brand and take it to the next level.
ATTENTION AND ANTICIPATION
There’s no doubt that the easiest way to raise attendance at an event is to spread the word through Save-The-Dates and Invitations, whether in print or in digital form. Studies show that, as discovered in McKinsey & Company’s “Why Marketers Should Keep Sending You Emails,” email is 40 times more likely to bring in new clients than a post on a social media account. E-blasts are there for a reason — they’re direct, personal, and, if they stand out, they can help to bring in more attendees. According to the Social Media Examiner, even Twitter posts with images receive 200 per cent more
GRAPHICDESIGN engagement and 150 per cent more retweets! Clearly, there is no better way to spread the word than in an image. Sending out a text-based email is a surefire way to communicate event information, but it’s easily lost among the mass amounts of emails most people receive in a day. Having a unique branded image that contains all relevant information is an easy way to make your e-blast stand out of a crowded inbox, and into a recipient’s attention, as well as increasing anticipation about your event. “Save the Dates and Invitations are typically the first point of awareness that guests have leading up to an event,” says Daniella Bustamante, an event coordinator at Managing Matters. “With first impressions being extremely important, those initial promotional pieces are crucial in shaping guest expectations and ultimately getting them interested enough to register.” Having a beautifully branded piece of material to send to your potential attendees is the most relevant and exciting way to capture their eye and peak their interest in your event!
ATMOSPHERE AND EXPERIENCE
A designer’s job is not just to make things “look nice,” but also to consider how the
materials will be used to play into overall event brand. Sometimes even the small touches can really make a difference, for example having a golf program that folds nicely and sits well on the cart to promote the upcoming silent auction. Creating a brand around events that evolves over the years can contribute to the event’s “prestige” as it becomes more familiar within its industry and gains recognition. Having solid, interesting and appropriate graphic design is central to building this recognition. “A picture is worth a thousand words” — graphic designers might guff at their work just being called “pictures” but attendees will remember your event from its visual components – details on table settings, menu design, name badges, PowerPoint backgrounds, programs, signs, apps and other graphic materials (including video) help to convey the meaning of the event, and create lasting memories.
during the pre-event promotional stage. Sometimes the old sign on an easel is great, but the sky is the limit – why not ask them if they can recommend something new? Branding for events can happen with any budget, and can be applied to almost anything with events. Graphic design can be dramatic and eye catching. It brings more opportunities for people to WANT to look at materials that have your branding, or information about your event, group or organization. Having branding that is consistent and displaying materials that can be easily identified as belonging to you helps attendees remember who you are based on simple elements like shapes or colors. At te nd i ng eve nt s i s a s e n sor y experience. With people listening and talking to others, or smelling and tasting of fabulous food and beverage, what will be the feast for the eyes?
ELEVATING YOUR BRAND
Annie Ratcliffe is Creative, Graphic and Web Designer; Rosie Chapman-Smith is Account Manager and Jenny Faucher, President, at Managing Matters. For more information, visit www.managingmatters.com
Graphic design is also about creative problem solving. Designers love to come up with interesting and innovative ways for you to activate your brand at events or
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P L A N N I N G S O F T WA R E
SUCCESS WITH eRFPS 7 best practices for planners By Mike Mason eRFP technology has made fundamental changes in the way meeting planning works. The technology was designed to let planners send meeting requests to hotels in a couple of clicks and magically receive complete proposals back in a few hours.
In reality, though, the technology that was supposed to save hours of work is now the No. 1 reason why planners are not receiving timely and complete proposals from hotels. The problem with eRFPs is that they have made it too easy to send requests to far too many hotels. It’s not unusual today for planners to send a single meeting to 40–50 hotels at once. This phenomenon is called RFP spam, a term Zentila coined several years ago. In the past few years, hotels have seen an astounding 300-per-cent increase in leads and an 87-percent decease in closing rates. Hotel sales managers today are forced to sift through the piles of eRFPs to find the one that’s most likely to book, which means more and more RFPs go unanswered or only partially answered These tips below can help you cut through the eRFP clutter and generate faster responses from hotels and better meeting deals. By adding just a few extra bits of information, you can make your eRFP stand out in the sea of leads hotel salespeople receive daily and entice them to stand up, take notice and do what they love to do – fight for your business.
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P L A N N I N G S O F T WA R E IN THEIR SHOES
Start by understanding how hotel salespeople think; knowing what drives them will help you get what you need. Nothing gets salespeople more motivated than believing they have a real shot at booking your meeting. This is where the problem of RFP spam comes into play. Consider these stats: • If you send an eRFP to 20 hotels, each sales manager has a 5-percent chance of earning your business. • If you send that eRFP to just five hotels, each sales manager has a 20-per-cent chance of closing. Put yourself in the sales manager’s shoes. If you think you’re one of 20 or more hotels to receive a new lead, you probably aren’t feeling too good about your chances. Hotel salespeople spend roughly 90 minutes on each lead response. Will they work harder on the lead that has 20–30 hotels on it or the one with just five to eight? It’s easy to see which leads get the proper attention and ultimately the offer that best fits the meeting requirements.
RFP CREDIBILITY
Create a customized list of the right hotels for your meeting, and keep the number of competing properties down to eight or less. A little extra research goes a long way in eliminating venues that probably won’t work for your meeting. By reducing the number of hotels on your RFP, your eRFP Credibility will skyrocket, and hotel salespeople will work harder to win your business.
TRANSPARENCY
Maximizing eRFP Credibility really comes down to communicating your intentions. Provide the names of competing properties, with the understanding that sales managers will fight harder for your business when they know the hotels they’re up against. You’ll bolster your credibility by letting them know up front that your eRFP isn’t going to 40–50 hotels. In other words, they have a real shot at your business. When you give your hotel partners just a few additional key facts, the results will amaze you.
FLEXIBILITY
Never tell a hotel your dates aren’t flexible, even if they’re not. When you acknowledge up front that you aren’t willing to consider a shift in dates, you’re not only limiting your hotel options; you’re also limiting your organization’s ability to realize big savings. Even if you’ve been told there’s no flexibility, you should still keep your options open. The right hotel will often offer major incentives in return for your flexibility. You may get one or two stellar bids that just might change everyone’s mind about how flexible they are. Most groups have some flexibility in their program, especially with enough lead time, and they have a real need to save money, while delivering more to their attendees. True, sometimes your dates really aren’t flexible — but imagine the possibilities. You’ll never know until you try.
SHORT LIST DATE
This is the date when you tell the hotels if they’re still in the running. If done correctly, the Short List Date is very effective in creating a competitive bid process that helps ensure you’ll get the best possible outcome. Keep your Short List Date close to the date you sent the original RFP. You should need no more than three to five days to review the proposals and select the ones that jump out at you. Remember a proposal isn’t a hold on rooms or meeting space – and it has a brief shelf life, with rates and occupancy changing daily. Moving quickly lets the sales managers know you’re interested and has the added benefit of keeping them engaged. The time to negotiate is when your sales manager is eager to book your meeting. That means they’ll be receptive to special requests, and they could offer concessions that may not have been included when they were one of many hotels. That’s the power of the Short List!
CLOSING THE LOOP
Every day, sales managers are left wondering what happened to that meeting they spent so much time working on. Not knowing the outcome can be costly to hotels. That’s why it’s so important to close the loop. If you don’t, you might get flagged in the hotel’s account management system as a non-credible lead source – a bad position to be in next time you seek a bid. What’s more, you could find yourself on the other end, looking for a venue for your next meeting only to hear there’s no availability because another planner hasn’t released space. Avoid these problems by sending quick updates on the decision progress before the salesperson even asks you. Don’t worry if there’s not much to report. You’ll make a salesperson’s day if you just shoot him or her an email along the lines of, “Wanted to let you know everything is on schedule for the decision in three days. Your bid looks great.”
DEAR JOHN
Once you’ve selected a venue, communicate your decision to every hotel that responded as soon as possible. By notifying everyone quickly, you enable sales managers to move on. You’ve maintained your RFP Credibility throughout the process and are set for the next time you work with the same hotels. L e t t h e m k n ow wh at h o t e l yo u s e l e c t e d a n d why. Salespeople are naturally driven by the competitive nature of their work. Letting them know they lost your meeting to the hotel next door – and why – will help you when you work with them again. And you know you will be working with them again, given the size of our industry. They’ll know your hot buttons and will be far more focused on getting you exactly what you need. Mike Mason is a 25-year meetings/hospitality veteran who has headed up sales and marketing at leading companies, including Marriott, Wyndham and Gaylord Hotels. He put that experience to use to build Zentila, a strategic sourcing solution. Zentila enables planners to source and book meetings in a few days instead of a few weeks, while also capturing vital data on meeting spend. The result is an award-winning platform that saves money for companies and times for planners. Web: Zentila.com, contact: ryan. mcglynn@zentila.com. Corporate Meetings & Events Fall 2015 | 61
DESIGNANDDÉCOR
EVENTS BY DESIGN 7 hot decor ideas for your next event
By Marla Brown
In the event world you are considered only as good as your last event, so staying fresh and current with your design ideas is a must to wow your clients time and time again. Whether you are faced with a large, medium or small decor budget you can use the “30 Second Wow Factor” to blow your clients away. We call it “The 30 Second Wow Factor” because if your clients haven’t commented how great the space looks in the first 30 seconds after they walked into the room, then you missed the mark. Try adding these seven hot decor ideas to transform your next event in to something spectacular and get that wow factor every time.
1: MIXED METALS ARE A MUST – GOLD, SILVER, CHROME AND COPPER
Not only are mixed metals all the rage for the moment, but they can bring a room to life. The great thing is you can mix as many metals as you want and create an impact in your space that is chic, clean and sophisticated. Try adding mercury glass votives to guest tables, high tops, registration, bars and food stations to add that warm metallic glow. Adding metallic pillows to lounge groupings and metallic linens for accent tables like registration, food stations, bars and high tops look great as well. Even try metallic containers for your flowers for a great pop of elegance. Other great hits of metallic can be the giveaway boxes or bags. You don’t need to overdo it with your metals – a little can go a long way for instant impact. Pick a few places to add in that metal and watch your room come to life.
2: KNOW YOUR PANTONE COLOURS!
The Pantone Color Institute website is the one place you need to make a yearly visit to see which colour is all the rage. Marsala is the pantone colour for 2015. With its deep ruddy red hues you can pair this with any of the above mixed metals or pair with creams, sand, greys, burnt orange, mustard tones and even soft blues. This is a beautiful colour but needs some “lift” to bring it to life. Try adding this Marsala colour in your linens, pillows and flowers as well.
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DESIGNANDDÉCOR
3: SIMPLIFY THOSE FLOWERS
When deciding on your event flowers keep one thing in mind – less is more – and sometimes less can make a better impact and not take over the space. Think strategically where you need your flowers the most with the budget you have. Use your flowers to create impact and focal points – don’t just have them scattered around the space. Grounding a bar, food station or even a pop-up shop is a great way to complete your room look with flowers. If your registration table isn’t already jammed packed with lanyards or name badges, simple flowers work great here as well. When there isn’t a budget for flowers you can substitute candles instead. Or try floating a single bloom in a vase of water for smaller budgets.
4: LIGHTING REALLY MATTERS
Ambient lighting – this can make or break a room. Always see what your venue, hotel or convention centre can offer in the way of candles, votives and up lighting then add on from there. Ambient lighting can warm up a space instantly and make a room feel nice and inviting. Always dim the house lights to get the maximum effect from your ambient lighting. Other great ways to bring in ambient lighting are hurricane lanterns with real or faux pillar candles which can help with a tight decor budget. Up lighting around the room is a great way to create amazing impact and give your space a finished look. Try up lighting in a soft amber colour if you don’t have a specific corporate colour to work with. But the easiest and simplest way to create ambient lighting is with votive candles that the venue may have, otherwise you can rent from a local supplier. Always order extra votives – you can always use them.
5: FOOD STYLING
Food Styling is hot-hot-hot these days. Try having wait staff walking around with concession trays in the cocktail area with soup shooters that can then be used to walk around French fries in cones and then flip these trays to mini desserts later in the evening — the options are limitless. Even self-contained indoor “s’more” stations or amazing snack tables can be a work of art and are considered part of your decor. Try adding a food truck parked out front of the venue for late night snack, or for a snack break during a full day conference for a great touch. Take an extra minute to speak to your venue and their chef and see what interesting ways you can elevate the food styling. It doesn’t need to be expensive but it shows the client you are detailed to a tee. Always try and elevate your food options to add that extra edge to your event.
6: BRANDING, BRANDING AND MORE BRANDING
Let’s face it – branding is big business for corporate events. There are so many great ways to brand an event from the everyday ways which include adding their logos on screens and plasmas around the room, to printed registration linens and more, but the branding possibilities have gone to the next level. Try branding the pillows in your lounge areas. Clients love to see their name in unique ways and this is hot. Or how about branding all the containers of French fries off that food truck parked outside? You know the one that the wait staff keeps filling up their trays with those yummy French fries in those branded containers and walking around the room? Combine branding and food styling for the ultimate in wow factor....that is next level branding.
7: HELLO POP-UP SHOPS
Pop Up Shops are everywhere. If they haven’t hit your city in one way or another get ready, they are coming. Now Pop-Up Shops can happen at your next event. Think of interesting and creative ways to incorporate this as an “activity/giveaway” item. Find out what the client’s per-person pricing is for a combined activity/giveaway item to stay on budget and set it up as a table with signage – or bring in bookshelves for display or rent some interesting props from your local decor company if you really want to swank this up. Don’t forget the client’s branded logo bags to take the item home in. This Pop Up Shop adds instant decor to your space which makes it a great add on. Marla Brown is President of MB Designs Inc., a design and decor firm that specializes in corporate event decor, flowers, rentals, branding and corporate gifting across North America. Established in 1997, MB Designs Inc. has been the one-stop shop for unique and creative ways to help their clients take their events to the next level. For more information, please visit www.mbdesignsinc.com
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AUDIOVISUAL
THE COMPANY YOU KEEP Raising the bar on AV staff standards By Jordan Benson When planning a corporate event, image is key. But, what happens when your AV staff don’t live up to basic service standards?
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AUDIOVISUAL Audio visual support was once a skill set for a very specialized event management discipline where value was placed on technical knowledge. Now, AV support is necessary across the event board — demos at convention centres, presentations at corporate meetings in hotel conference rooms, video connections for weddings where relatives cannot attend, and even memorial carousels at funerals. However, technical knowledge is still valued above all other facets of AV delivery. A technical failure is not acceptable under any circumstance, and AV providers have tacit guarantees, if not formal service level agreements (SLA), that ensure a technically flawless performance. But what about the service provided by the AV staff? Why is service not addressed in these agreements and what program can be initiated by industry leaders to raise the bar? EXPECT A PROFESSIONAL ATTITUDE When AV providers sell their services, there is an expected level of professionalism. After all, we are sales professionals. Conversely, AV technicians are used to being invisible, and made to feel that it is their technical skills they are hired for, not their interaction with the client. But as AV support becomes relevant in new contexts, so do the technicians. While we used to be able to provide technical staff that looked like roadies for a Neil Young tour—no offence to Mr. Young, a seminal Canadian songwriting voice—torn jeans and checked shirts do not cut muster at button-down corporate meetings and chic launch parties. Once we have closed the deal, the level of professionalism exhibited by the AV sales person should extend to onsite support staff. In dress, behaviour, and communication with clients, onsite staff have to demonstrate an understanding that they are representing several institutions at an event. Obviously, they are representing the contracted AV company. But, they also reflect the event planner that has invited people to spend hundreds, even thousands, of dollars to attend the event. They also mirror the brand of the venue, which often has its own brand standards to uphold. Since every event requires a five-star e x p e r ie n c e, a nd on -t h e -g r ou nd AV staff are responsible for that as much as u n i formed venue sta ff, I propose an evolved version of the service level agreement that addresses the service prov ided by AV st a f f as wel l as t he performance of the tech nolog y. This SLA will provide clear standards that
AV staff must meet as an obligation. I mple me nt i ng t h i s evolve d SL A i n every relationship with AV companies will raise the service level expectation ac ross t he i ndu st r y to a g rade t h at reflects how corporate meetings and events should be conducted. A clea r g uide f rom wh ich we ca n take direction is the Global Star Rating Program by Forbes Travel Guide, which offers specific guidelines for creating a five-star experience in hotels and other hospitalit y environ ments. Venues in hotels are often charged for services based on their Forbes or Canadian Automobile Association (CAA) rating. Some Forbes standards do not apply to AV staff, but many can be adapted for our industry. I call upon AV service providers to use the Forbes Global Star Rating Program as an example and create their own guide for service standards, formalized in SLAs, that provide the five-star experience that venues, attendees and clients deserve. HERE ARE THREE KEY AREAS TO ADDRESS WITH AN AV TEAM: 1. DRESS I was long told that I should dress to the standards of the client; if I expected business casual, I should dress business casual. I believe that AV providers should dress to a standard that goes beyond that bar. Yes, you are fishing cable and getting your hands dirty with networking gear. But we sold this deal in a suit and tie, and that is how the service should be delivered, whether you are a salesperson or a tech. An easy rule of thumb: be better dressed than the best-dressed guest. 2. GROOMING We are not proposing a George Steinbrennerera no-facial-hair edict. But beards and moustaches should be well-groomed, a n d h a i r s h o r n ap p r o p r i at e l y. It ’s not rocket science. Long hair can be appropriate; shaggy hair is not. Look to the grooming standards of the venue’s staff for a guideline, then exceed it. A q u i c k p oi nt ab out b o t h o f t h e above: Obviously, dress and grooming standards differ from male to female st a f f memb ers. W h at is appropr iate for male techs is not necessa rily appropriate for female techs. Again, look to the standards of the venue for a guideline, and you should be able to create an appropriate benchmark for both men and women.
3. ETIQUETTE Respect the client, respect the venue brand, respect the attendees. This is where we in the AV industry stand to learn the most from the hospitality industry we serve, and where Forbes’s five-star guidelines are most useful. Greet the venue manager, customer or attendees politely, rather t h a n i mply i ng t h at you h ave b e e n inconvenienced by the interaction. Speak clea rly a nd cou rteously, even i f t he interaction is becoming confrontational. And never—ever—ask the client to extend himself or herself to solve a problem. The six most important words in the hospitality industry are the six most important words for onsite AV support staff: Please allow me to assist you. Those are the standards to which we at EPiQVision train and hold accountable our staff, and I believe they should be the standards that meeting planners, venues, and guests should expect from an AV service provider. Every meeting should be a five-star experience, and AV staff play an underestimated role in providing that experience. Transparent provision of technology should be a given. But the service, conduct, dress and deportment of support staff should be held to the same standard of excellence. The Global Star Rating Program by Forbes Travel Guide is a valuable reference for measuring your company’s—and your service provider’s— performance. If you are a meeting planner or a venue supplier, accept nothing but the best. If you are a service provider, supply nothing but the best.
Event production specialist and business owner Jordan Benson is reshaping the way Torontonians experience events by raising the bar on event production and client service. His background in innovative event production has garnered Jordan a prestigious portfolio of Fortune 500 clients. His company, EPiQVision Inc., offers complete audio-visual event production services and is the exclusive A/V provider for notable Toronto venues and hotels. Using over 15 years of experience, EPiQVision seamlessly brings events to life with the latest technologies, and services clients with unparalleled professionalism. For a personalized production consultation, contact EPiQVision at 416.637.5595 or info@epiqvision.com. Corporate Meetings & Events Fall 2015 | 65
GLOBALMEETINGS
INTO AFRICA
Emerging Continent: Africa as a global meetings marketplace By Issa Jouaneh As the geographic footprint of corporations expands and organizations continue to standardize their meetings policies and overall governance globally, meeting planning in emerging countries takes on a higher level of importance and relevance. One particular part of the world on meeting planners’ minds is Africa. For years, Africa has been a popular travel destination attracting those who seek adventure and unique experiences. As a whole, Africa continues to rise in popularity, bringing new travellers to the continent from near and far. In addition to leisure travellers, Africa has attracted the attention of businesses and corporate meeting planners alike. While total meetings and events activity in Africa is low compared to North America and Europe, American Express Meetings and Events’ Survey, Emerging Africa: Exploring Meetings on a Changing Continent, indicates that 52 per cent of meeting planners’ interest in Africa as a destination for meetings and events is increasing. As Africa rises in prominence on the global business stage, many meetings professionals lack awareness of what the different regions of the continent have to offer. Taking the time to do the necessary research into suppliers and vendors and keeping technology, security, transportation, food and beverage and payments front of mind can make planning meetings smooth, rewarding and enjoyable for everyone. AN EVOLVING CONTINENT Africa is a continent with many different cultures and countries. From a meetings perspective, Southern Africa has long been a popular destination for incentive travel and congresses, but with the continent growing as a key development region for business, a deeper look is required to fully understand Africa as destination for a full range of meetings and events. Many industry professionals feel intimidated by the process of obtaining 66 | www.corporatemeetingsnetwork.ca
GLOBALMEETINGS
visas, managing payments and managing contracts in African regions. Adding to the challenge, many meeting planners who are familiar with planning meetings in Africa still have an abiding perception that managing group travel in Africa is more difficult compared to other destinations. For example, 46 per cent of meeting professionals perceive to some degree that it is more difficult to manage payments for meetings and events in Africa and 47 per cent perceive to some degree that it is more difficult to manage contracts for meeting and events in Africa. Unlike other areas of the world, a single form of payment is not widely available in Africa, and according to the African Business Travel Association, manual payment methods such as cash and invoicing dominate outside of North and Southern Africa, with low use of card products. While payments can present challenges in some countries in Africa, many areas continue to undergo rapid development and expansion. In the key meeting regions of North and Southern Africa, card and electronic payments are commonplace. Establishing clarity around payment expectations with vendors, understanding your company regulations, as well as the financial nuances of the host country, will ensure a simpler planning process. By working with local resources, meeting planners can gain an updated and accurate view of the African regions, become more familiar with African policies, regulations and tourism opportun ities and gain additional insight on the meetings and events market. UNDERSTANDING AFRICA’S LANDSCAPE As African reg ions work to become compelling destinations for the meetings and events industry, the continent as a whole faces considerable barriers in terms of awareness and familiarity among meeting professionals. While 61 per cent of meeting planners have some degree of familiarity with North Africa, and 58 per cent have some degree of familiarity with Southern Africa, 72 per cent are unfamiliar with East Africa, 67 per cent are unfamiliar with West Africa and 57 per cent indicate no familiarity with Central Africa. Overall, North Africa and Southern Africa are the most developed. Those who have meetings experience in the regions report good infrastructure, amenities, and
technology that are both secure for attendees and able to support meetings and events of all sizes. In North Africa, sales and marketing meetings are prevalent, as are training meetings, conferences and congresses. In Southern Africa, sales and marketing and training meetings are common, as are incentives and special events. Training meetings prevail in West Africa, and training meetings and internal team meetings are prevalent in East Africa. Of the meetings held in Africa, the majority are held either in South Africa or North Africa. North Africa bears resemblance to Middle Eastern cultures and contains ruins from Roman and Greek antiquity. It is also one of the most modern regions in Africa, with infrastructure and conveniences for visitors. It presents unique attractions and activities of interest to attendees such as the Pyramids of Giza, Egypt, and the Atlas Mountains of Morocco. Souther n Af rica is t he cont i nent ’s largest economy and home to the most “western” cities of the continent. The region contains abundant natural and wildlife attractions to visit and experience. Cities such as Johannesburg are often used as a launching pad for visits that include safaris and explorations within Central and East Africa. Central Africa receives high ratings as a destination that would appeal to participants and that the meeting professional themselves would like to visit. It has many unique attractions, activities of interest and has developed infrastructure including clean water and emergency services. Meeting professionals should continue to educate themselves on the various regions and work with local bureaus and those experienced with meetings in Africa to help create a meaningful, effective and compelling meetings experience for all attendees. GROWING INFRASTRUCTURE AND AMENITIES When planning meetings in Africa, meetings professionals indicated that attendee safety and basic meeting infrastructure is important and must be in place for serious consideration of a meeting destination. Africa has become a global hot spot for business development, with the number of planned hotel openings up 40 per cent in 2015 compared to 2013, according to the American Express Meetings & Events 2015 Forecast.
Additionally, the TOPHOTELPROJECTS GmbH says that midscale to luxury hotel openings increased in Africa from 2013 to 2015, and 4- and 5-star hotels under construction in Africa increased by 16 per cent from 2014 to 2015. The top three African cities for 2015 hotel openings are all in Northern Africa, including Marrakech, Algiers, and Cairo. There are some doubts within the industry however, whether this level of new construction within the region is sustainable, particularly given some of the political instability present in some African countries and the challenges associated with initiating and developing hotel projects in a number of sub-Saharan countries. Planners need to remain informed about security updates in emerging countries, where traveller safety is a key priority. In countries where unrest or other political issues may be a factor, look into cancellation policies in case of a security issue, and ask the venue about their policies and procedures for medical situations. Ideally meet with hotel security during a site inspection prior to the event. If that isn’t possible, talk to hotel security to ask about contingency plans for situations such as natural disasters, medical issues, political unrest and strikes. PROGRESS AND OPPORTUNITY Africa is a destination that’s easy to get excited about. There are areas of growth and opportunity and entities committed to improving the continent. While Africa continues to face challenges, the economic growth and expansion of many global and multinational companies is increasingly driving meetings and events to the continent. Africa’s rise in prominence on the global business stage makes it necessary and important for meeting professionals to improve their awareness of the different regions of the continent. Africa has much to offer and can deliver on the unique experience and venues that many meeting professionals continue to seek. Issa Jouane h is S e nior Vic e Presid e nt and General Manager, American Express Meetings & Events, a ser vice provided b y Ame r ican Ex press Global Business Travel (“GBT”). GBT is a joint venture that is not wholly - owned by American Express Company or any of its subsidiaries (“American Express”). Corporate Meetings & Events Fall 2015 | 67
O P E R AT I O N S
EXPERTS FOR HIRE Why corporate planners may want to consider outsourcing their next event
By Niesa Silzer If you are responsible for planning and executing your organization’s events, then you know first-hand how much work, time and money goes into managing a successful event. Without a doubt, you’ve needed more resources – staff, time, information – but in today’s economy many organizations are unable to allocate additional personnel to their budgets. While resources may be limited, internal planners must continue to meet the need for creative and memorable event experiences, and deliver a return on investment. A planner must be strategic and innovative – whatever their resources.
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Have you con side r e d out s ou r c i ng you r ne xt eve nt? Outsourcing all or parts of your event to professional event planners allows you to successfully and cost-effectively plan and enjoy your event. Professional event planners are available when you need them, but not part of your payroll. Expert event planners can assist your team with everything f rom venue m a n agement, to prog ra m to produc t ion management to menus. They are available to work with you on a single project, as well as contract for extended periods of time. An event professional’s knowledge, skills and contacts allow you to ramp up your event planning resources and deliver events that are successful, costeffective and memorable. Often organizations have a single person responsible for event plan n ing — outsourcing provides additional team members and back-ups when planning meetings and events.
HELPS SAVE TIME AND MONEY
Outsourcing some or all of your event management to an outside event planning company can save you money. An outside event plan ner has contacts, resources and relationships with vendors, venues and supplier that can save your company money and time. An event professional has expertise in multiple types of events and budgets, and can make recommendations and offer alternatives based on years of experience. What elements of your event can you outsource? a) Site Selec t ion: Fi ndi ng t he perfect venue ca n be a challenge. Site selection services from a professional event planner may include: • U n d e r s t a n d i n g y o u r m e e t i n g l o c a t i o n n e e d s , preferences and budget • Presenting you the venue options that best match your requirements • Assisting you with venue contract negotiations • Trouble-shooting venue issues during your event There are many organizations that handle site selection and this is often an area where there may be zero to no cost to your organization. Some site selection companies are paid a commission from the venue so there is little or no risk to the client. Other event professionals will build site selection into a larger contract at a set project fee or hourly rate. Both instances are useful and both methods will provide you with a well-conceived, well-negotiated contract for your venue. b) Production Management: Understanding and executing
the perfect production is another challenge, especially if you do not fully understand the audio-visual aspect and how to script an event. Production management services may include: • Understanding your program and the messaging that you need to relay to your attendees • Working with audio-visual suppliers to create the best technical setup, with the best service and fees for what you need Corporate Meetings & Events Fall 2015 | 69
O P E R AT I O N S
UNDERSTANDING THE INDUSTRY AND MEETING YOUR CANDIDATES WILL HELP YOU FIND A QUALIFIED EVENT PROFESSIONAL THAT HAS THE RIGHT PERSONALITY AND FIT FOR YOUR BUSINESS. • Creating scripts for speakers and scripts for the technical team • C r e a t i n g v i s u a l s s o t h a t y o u r screens are never blank and have a consistent look and feel that matches your branding • M a n a g i n g t h e e v e n t s o t h a t i t i s s e a m le s s – you r sp e a ke r s a r e onstage when they should be, and off when they should be
a n a rea where you’l l benef it f rom event professionals who have “been there, done that” and know the ins and outs of a mobile app. Services for outsourcing an app may include: • Sourcing the best mobile app for your event (beyond just features) • Building the content for the app • Monetizing the app
It’s hard to manage your plenary session when you have 10 people complaining that they’ve just run out of coffee, a new person who wants to register and a boss who wants to set up an important meeting with a new supplier who has a l s o j u s t a r r ive d. O ut s ou r c i n g t h e product ion ma nagement a llows you to focus on the myriad other details of your event wh ile k nowing that your ballroom is being well handled.
companies can be used for pieces of your event or they can be there from site selection to evaluation. You may find the most value in this strategy, especia l ly i f you need adv ice a nd assistance in a multitude of areas.
c) Digital Events: This is an area that
is increasing in popularity and can be intimidating for in-house event professionals. Outsourci ng dig ital events to an event professional could include the following services: • Developing a digital strategy for your events – before, during and after • Deter m i n i ng wh at t y pe of dig it a l event you require – live streaming, webinar, hybrids, live on demand, etc. • Determining the best technology to meet your needs • Working with your speakers to meet the needs of a virtual audience • Monetizing your virtual event • Moderating a virtual audience
d) Mobile Apps: Many events are now
i n c o r p o r at i n g a m ob i l e ap p, b ut planners don’t have the extra hours in the day to learn how to best develop and execute the mobile app. This is
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e) The Whole Event: Event management
When hiring an event planning company:
Ask colleagues for a recommendations: Word of mouth, referrals, professional org a n i z at ion s a nd s at i sf ie d c l ie nt s are your best resources for hiring an experienced event planning company. Provide information on your event and b u d g e t : A n e ve nt p r o fe s s io n a l c a n
do a better job of “pitching” for your business if they correctly understand your event needs.
Interview several event planners:
Under st a nd i ng t he i ndu st r y a nd meeting your candidates will help you find a qualified event professional that has the right personalit y a nd fit for your business. “Fit” is a critical factor when partnering. Che ck refe re nc es: Don’t just rely on
re com mendat ion s, a f ter s ele c t i ng a preferred event plan ning agency ask for references. A professional will be delighted to share customer names and provide testimonials.
Verify expertise: How many years has the event pla n ner been i n busi ness? H ave t h e y h ad p r o f e s s i o n a l e ve n t planning training? What professional organizations do they belong to? Have t hey r e ceived i ndu st r y r e cog n it ion s u c h a s aw a r d s , c e r t i f i c a t i o n s , o r nominations? Negotiate and put it in writing: A contract
w it h spe ci f ied m i lestones, pay ment terms and dates and clear event goals a nd ex p e c t at ion s a ssu re s t h at b ot h part ners have a clear understanding of you r ag r e e me nt. Ma ke su r e you understand how your selected event professiona l is goi ng to be pa id. Most will work for hourly or project management fees, but others work on a variety of commissions. Be sure you are clear with your expectations and what your budget limits are for the services of the planners. Ask how suppliers are paid: Are they pa id by you, w it h or ig i n a l i nvoices being sent to you, or are you paying the event planning company and they a re payi ng the supplier? If a n event profe s sion a l i s a l so m a k i ng money from up-charging supplier services you have a right to know before you sign a contract. Event professionals are ready to help your organ izat ion with your events. T hey h ave t he sk i l l s, ex per t i se a nd experience to create strategic events that create a good return on your investment. In today’s challenging times, consider bringing an event professional to your table to make your next event more cost effective, more engaging and meeting more of your goals.
Niesa Silzer, M H A, DES is President of Details Convention & Event Management, a full-service event planning company with over 27 years of experience based in Calgary, Alberta. A strong history allows their team to know what works and what doesn’t. An ongoing commitment to learning means they bring the latest and greatest ideas, technology and tips to the table. For more information, visit www.detailsinc.ca or contact Niesa at nsilzer@detailsinc.ca or 403-277-7377.
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CaesarsWindsor.com Know Your Limit, Play Within It! 1-888-230-3505 Ontario Problem Gambling HelpLine. All ages welcome in our Augustus Tower and convention complex. Must be 19 years of age or older to enter the casino and all other outlets. Those who have been trespassed from Caesars Windsor and/or self-excluded from any OLG or Caesars property are not eligible to participate in a promotion and/or redeem offers. The Caesars brand and related trademarks are owned by Caesars License Company, LLC and its affiliated companies. Used with permission. TripAdvisor, the TripAdvisor logo, the Owl logo and Get The Truth. Then Go. are either registered trademarks or trademarks of TripAdvisor LLC in the U.S. and/or other countries.