Strategic Solutions for Today's Planner
Fall 2016
CORPORATE PLANNING GUIDE Inside this issue:
Destination Planning Guide Page 31
BEHIND THE SCENES
PM 40063056
POWERING YOUR PROGRAMS CREATIVE CATERING MINIMIZING RISK
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FEATURE STORY 12 BEHIND THE SCENES
Best practices for site selection and sourcing corporate meetings and events
By Jennifer Glynn and Joe Nishi
CONTENTS FEATURES 5
EDITOR’S NOTE
6
MEETING PLANNER PROFILE Roberta Dexter
8
BUILDING BUZZ Creating Choice
By Ben Moorsom
16
TECH TALK Powering Your Programs
By Heidi Welker
18
MEETING APPS
From Apprehension to Appreciation
By Phil Rappoport
20
EDUCATIONAL PROGRAMMING Star Search
By Martin Perelmuter
22
FOOD AND BEVERAGE Creative Catering
By Paul Spano
26
Destination Decisions
62
FOOD AND BEVERAGE Sweet Success
By Sandra Abballe
Producing Results
64
DESTINATION PLANNING
DESTINATION PLANNING GUIDE Dynamic Destinations
OPERATIONS Meeting Analytics
By John Santaferraro
Foot Tours to Food Tours
By Marian Staresinic
31
OFF-SITE MEETINGS By Shannon Byck and David Drover
AUDIO VISUAL
By Dan Asselin
28
60
66
OPERATIONS Minimizing Risk
By Yma Sherry
Corporate Meetings & Events Fall 2016 | 3
EDITOR’SNOTE
PLANNING FOR UNCERTAIN TIMES
Corporate Meetings & Events Volume 17 Number 2 Publisher Managing Editor Digital Media Director Senior Designer Designer Web Designer Production Manager Circulation Directory Manager
Chuck Nervick Sean Moon Steven Chester Annette Carlucci Jennifer Carter Rick Evangelista Rachel Selbie Maria Siassina Petra Brown
Editorial Advisory Board Leanne Andrecyk, Managing Partner, ZED Events 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.
President Senior Vice President
Kevin Brown Chuck Nervick
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As of writing, the U.S. election campaign is entering its final days, with the outcome still far from certain, along with a great deal of drama. Based on such unpredictability south of the border, it brings me to wonder what effect the election of a new U.S. president will have on the economy in general and the meetings industry more specifically. While this industry has certainly bounced back from the early days of the Obama administration and the recession in 2008, I think it is safe to say we are on the cusp of many exciting and challenging developments over the next few years. The question is, how is your organization preparing to deal with the inevitable changes in technology, demographics and economic environment? It is with such important changes in mind that the team here at Mediaedge set out to produce our fall issue of CM&E magazine. Our goal from the outset was to provide an abundance of planning resources, insights and analyses to help planners from across Canada achieve success with events of all sizes. In this issue, you will find a superb editorial lineup from a dedicated team of industry experts covering the topics that mean the most to you, including: • Our cover story from Jennifer Glynn and Joe Nishi, who provide a behindthe-scenes look at the many key aspects and best practices of event site selection; • Ben Moorsom’s insightful column on leveraging the power of choice when planning corporate events; • John Santaferraro’s in-depth look at how analytics are helping to create more compelling and engaging meetings and conferences; • How organizations can select the best mobile app for their event goals; • Event catering ideas that exceed expectations; • The main areas to watch for minimizing risk when planning event; • And much more! Of course, be sure to check out CM&E’s annual Destination Planning Guide in this issue. It’s chock full of helpful information and details on some of Canada’s (and the world’s) hottest meeting destinations. Until next time, cheers and enjoy the issue!
Sean Moon Managing Editor
MEETINGPLANNERPROFILE
Roberta Dexter Present: Plan Ahead Events Past: Credit Union Atlantic, The Globe and Mail Expertise: Strategic Design, Conference Management, Financial Management Specialty: Academic, medical and association conferences Tell us about yourself. I have been in the events industry for over 10 years and in project management for more than 25 years. I love helping clients quantify their event goals and design a program to deliver based on the metrics. I also love being a business owner and working with an amazing team who inspire me every day with their commitment to the industry and our clients. I have been involved with Meeting Professionals International since 2006 and am a past Chapter President serving in that capacity in 2010/11 and again in 2015/16. Tell us about your work. We work with groups of all sizes and programs of varying complexity. We love to work with academic and medical groups who focus on knowledge sharing and scientific presentations. We look after all the details of their program, presenters, setup and logistical delivery. We are experienced in medical accreditation and the rigorous process for approvals. We have a robust conference management system that allows us to strategically manage all aspects of the projects. How did you get to where you are today? I have been very fortunate to have a series of amazing people in my work and personal life who always challenged me to do the best I can. I have had wonderful mentors, friends and industry colleagues who all supported my decisions to leave the corporate world to open my own company, Plan Ahead Events. I work with people I love both on the client side and as part of my team. Why are you good at what you do? I am good at what I do because I truly care about delivering excellence in service to my clients. I am also a natural problem solver with a relaxed demeanor and a happy disposition which is perfect in the midst of what can be perceived as chaotic onsite running a large group. I have a team of professionals that work with me both as part of my direct team and the vendors I trust. My strong relationship with the events community has really been a valuable resource. 6 | www.corporatemeetingsnetwork.ca
“THE EVENTS INDUSTRY IN OUR REGION IS VIBRANT AND EXCITING WITH AMAZING VENUES AND SUPPLIERS WHO ALL WORK TIRELESSLY TO DELIVER FOR OUR CLIENTS.” — ROBERTA DEXTER Is there anything you would change in our industry, given the chance? If I could change anything in our industry, it would be public perception and knowledge of the economic value of the meetings and events industry. This industry contributes over $29 billion to our economy in Canada and there is very little awareness that this industry is a vibrant and significant force employing over 300,000 people across the country. I am a proud and vocal supporter of investment in event infrastructure having had the opportunity to support the development of the new Halifax Convention Centre scheduled to open in 2017. Walk us through a typical day at work. My day starts early, I’m typically at my desk at 5 am where I answer emails and schedule appointments to connect with people about various aspects of my events. After a few hours of emails, the rest of the world wakes up and meetings begin. I spend time meeting with clients, vendors and other stakeholders in events under construction. I work with teams who are geographically spread across the country so regular conference calls keep all aspects of our events on track.
days but over time I have made a commitment to myself to put my computer and my work away at 5 pm each day. I try to take Friday afternoons off and not look at my computer from lunch on Friday until Monday morning. This isn’t a perfect system as events certainly take priority but the majority of the time I am able to manage work life balance well.
What are some of your most memorable events and why? Some of our conferences are incredibly inspiring and emotional. Over the years of working with the Disaster Management Forum, I have seen presentations on every major disaster in our country and around the world. I have heard stories about terrorism, earthquakes, hurricanes, floods, tsunamis and nuclear meltdowns but more importantly about the resiliency of the survivors. Stories about how communities rise out of the most difficult situations on the planet with the support of amazing groups in place to respond and care for them. It makes me even more appreciative of organizations like the Canadian Red Cross and the incredible teams of people who work with them.
What have been some of your biggest achievements? I am very proud of my Bachelor of Business Administration from Mount Saint Vincent University. I studied part-time for 16 years to complete my degree and walking across the stage graduating with distinction was an incredibly proud moment. I am proud of opening a business and after seven years, I am even more proud of the team of staff and clients I get to work with. I was invited to join the Board of Destination Halifax and I am very proud to be part of the team providing governance to what I believe is the best destination marketing group I know. What do you like best about the meetings industry, particularly in your region or city? Team Halifax led by Destination Halifax is a strong, cohesive and extremely motivated group of partners all dedicated to ensuring all visitors to Halifax have an amazing experience. The events industry in our region is vibrant and exciting with amazing venues and suppliers who all work tirelessly to deliver for our clients. Who are some of your notable clients? I have been very fortunate to work with incredible clients. We have worked with the Canadian Red Cross for many years both regionally and nationally on conferences including Emergency Care and Disaster Management. We work with safety professionals producing an annual Workplace Health & Safety Conference and a group of sleep specialists who come together every other year to present cutting-edge primary research on sleep disorders. They all inspire our team by their passion and commitment to their industries. How do you deal with the challenges of work-life balance? I start my days very early and work hard throughout the day. I do have a home office so balancing work and life was a challenge in the early Corporate Meetings & Events Fall 2016 | 7
BUILDINGBUZZ
CREATING CHOICE Leveraging the power of choice within corporate events By Ben Moorsom
8 | www.corporatemeetingsnetwork.ca
BUILDINGBUZZ
Chicken, beef, or fish? Spa or golf? These are the types of choices you’ll most often find when it comes to corporate meetings and events. People are asked to choose amongst more trivial things, but rarely given any choice when it comes to the content or structure of the information they’re receiving and how they’re receiving it. While many association meetings and conferences do a great job integrating ‘c h o i c e ’—t h e s a m e h a s n ’t b e e n translated to the corporate event and meeting structure. Perhaps it’s because we’ve always just assumed everyone needs access to the same information or because integrating choice opens up a can of worms we’re not ready to deal with. Whatever the reason, I believe it’s no longer sustainable. A shift in the way we deliver content is going to be necessary in order to connect with participants and hold their attention long enough that they actually absorb the information we’re trying to provide them with.
Corporate Meetings & Events Fall 2016 | 9
BUILDINGBUZZ
By integrating some element of choice— personalizing and customizing elements of the event to suit the particular needs and interest of participants—there is a great opportunity for increased engagement and retention. And it’s this engagement that leads to a better meeting ROI.
IT STARTS WITH INTRINSIC MOTIVATION
Studies show that the greatest motivation and personal satisfaction comes from things we choose for ourselves. This is called “intrinsic motivation,” the desire to do something for its own sake. As psychologist and author Heidi Grant Halvorson writes in a Forbes article from 2011 entitled “How To Give Employees A Sense of Autonomy (When You Are Really Calling The Shots): “When people are intrinsically motivated, they enjoy what they are doing more, and find it more interesting. They feel more creative, and process information more deeply. They persist more in the face of difficulty. They perform better. Intrinsic motivation is awesome in its power to get and keep us going.” This intrinsic motivation can translate very nicely to the event/meeting setting: Helping you better achieve what you hope to achieve by bringing people together. Everyone wants choice. Everyone wants to feel as though they have some say in what they’re learning and how they’re learning it. They don’t want to sit through sessions that seem unimportant or irrelevant to them. By asking them to do so, we’re failing to make a deeper connection with 10 | www.corporatemeetingsnetwork.ca
them—which is necessary if we hope to drive them toward a particular action or outcome. Bu i ld i ng c hoice i nto a n event demonstrates to your people that it’s not just about the corporate agenda, it’s also that you recognize that they’re all individuals, with unique needs and desires, and that you respect and value them for this.
HOW DOES IT WORK?
The idea is to curate an event that meets the needs of your participants. In order to do so, you’ll want to look at your attendees not as one cohesive group, but rather as individuals, who have individual needs and are looking to get different things out of the content you’re presenting. It’s no longer effective to simply reproduce the same event year after year, swapping out the old names and dates and replacing them with new ones. This is what we’ve come to refer to as the “Frankenevent”—a pieced together version of something you’ve done many times before, and which may not be effective in achieving your meeting and learning objectives. Rather, you’ll want to begin by getting a sense of where the company is at and what types of information each employee requires access to. It would also be helpful to understand how particular employees (or teams) prefer to get their information. Remember, everyone learns differently. Keep your people in mind when you build out your event structure and format. Before we talk about what this choice will look like, however, we need to heed
some warnings around integrating choice into your corporate event. Understanding the desired objectives of your event, what information needs to be disseminated, and the amount of time allocated to the event in total will impact how much choice you can introduce and where. Too much choice can lead to stress and anxiety. You’ll also want to take the time to really understand your audience and their propensity to choose. According to Sheena Iyengar, author of The Art of Choosing, North Americans are more attached to the idea of personal choice than people in many other parts of the world. It begins with how we’re raised and the culture in which we live. Knowing your audience will help you customize an event that’s appropriate.
GETTING CREATIVE WITH CHOICE
You can give participants the opportunity to create their own experiences, guide the flow of presentations, or at least give them the sense that they’re doing just that in any of the following ways (we’ve tried these and they work): • Learning Arcade - In this approach, participants have the opportunit y to choose what they want to learn about and make their way around to a number of micro sessions on a variety of topics. Participants choose what’s most relevant to them. • Knowledge Bite Bars - Turn mealtime into great learning and networking opportunities by having knowledge sp e c ia l i st s at eac h t able or a rea.
BUILDINGBUZZ
Hav i ng a sp e c i a l i s t o r s p e a k e r s from the morning breakout sessions integ rated into lunch can provide further opportunity for dialogue and engagement on diverse topics. • MindMenu™ Presentations - This chooseyour-own-adventure style presentation approach puts the flow of content into the hands of the audience. The presenters invite the audience to vote from a menu of topic options (via their mobile devices) to select which topics they’d like to know more about. This approach not only increases audience engagement it also provides insight into the audience’s interests while still disseminating the content required. Being engaged in this way means the participants feel like they are in control of what they are doing and the outcomes they need to achieve—that’s intrinsic motivation at work. We can even go one step further and begin to break down large meetings— where everyone is required to attend in person—into smaller more focused meetings throughout the year that focus on the specific needs of specific groups of employees. Consider a custom learning style format, where employees are required to fill their “curriculum” for the year with sessions and programs that best suit their needs. These customizable curricula put the power in the hands of the employee to decide what they need to learn and in what format they want to learn it, within the company’s format. Integrated self-guided or facilitated online learning that incorporates an
app into the mix can maintain ongoing engagement while identifying preferred topics of interest for future meetings. There will always be some information everyone needs to access, and that’s where your large group sessions are still necessary, but for everything else, we’re beginning to realize that there’s great power in integrating choice whenever possible.
INCREASING THE ROLE OF THE PARTICIPANT
Wh i l e t h e r e a r e m a n y a r g u m e n t s for integrating choice into your next corporate event, too much choice can become problematic. There are times w h e n p u t t i n g t h e p o we r i n t o t h e hands of the participant can add stress and uncertainty. To avoid this, you’ll wa nt to pr e pa r e you r pa r t ic ipa nt s to m a ke educated a nd i n for med de c i s i o n s b e f o r e t h e y g e t o n - s it e, e n su r i ng t hey a r e m a x i m i z i ng t he opportunity to choose their path. This doesn’t mean revealing that they will have choices on-site, it means getting them thinking about their role, their challenges, and the opportunities that they believe exist and can exist. Too much choice can overwhelm a person i f t hey a r e n’t pr e pa r e d. By p o si ng strategic questions within your precommunication touchpoints you can b eg i n t he d i a log ue, pr e -work, a nd ideation process. It’s about finding and creating the balance bet ween giving too much choice and the right amount of choice.
EVALUATING THE OUTCOME
Providing participants with the power to choose their own learning roadmap also means they should be required to provide insight into the experience and evaluate the outcome. You’ll want participants to reflect back on the journey to understand the value of what they just experienced. This insight and evaluation will also assist corporate planners with details on which options can be strengthened or eliminated to make future events more impactful. It’s important that these insights be communicated post-event and used to co-create future events, if you want to achieve higher engagement. People are more likely to be invested if they are involved in the process of choosing what they do. Finding the right balance of choice helps satisfy people’s varied tastes and interests without adding stress. The opportunities are exciting and endless—so don’t be afraid to really think outside the box on this one. 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 2016 | 11
F E AT U R E S T O R Y
BEHIND TH Best practices for site selection and sourcing corporate meetings and events By Jennifer Glynn and Joe Nishi
From the moment, someone in the office looks at you and says, “we need to plan a conference, make it happen,” what do you do and how do you do it? You would most likely call your favourite property only to find out they do not have space. Now what?
12 | www.corporatemeetingsnetwork.ca
F E AT U R E S T O R Y
HE SCENES
Corporate Meetings & Events Fall 2016 | 13
F E AT U R E S T O R Y
You st a r t ca l l i ng ever y hotel i n t he v ici n it y a nd wa it for someone to respond a nd hope t hey h ave space. Once you get the details you try and compare them and then set up some sit e i n sp e c t ion s w it h t he one s you think look like the best options. You meet with sales, do the sites and now you need to create a budget and then ma ke a recom mendat ion a nd get a de c i s ion f r om you r b o a r d/b o s s/ internal client. Phew! Now comes the fun part — proofing and negotiating the cont ract. All of t h is is on top of you r reg u la r dut ies! I n t h i s a r t icle, we share our over 25 years of insights and experiences on some key points to consider when sourcing your next prog ra m eit her w it h a profession a l sourcing partner or by yourself.
REQUEST FOR PROPOSAL (RFP): HOW TO GET THE QUICKEST AND MOST ACCURATE RESPONSE POSSIBLE
With meeting space demand on the rise, hotels are scrutinizing and evaluating business more than ever before. They a l s o a r e ve r y wa r y a b o ut h old i n g space for weeks on end without any commitment. Even if they hold space at all, you will need to be ready to move quickly to confirm a contract. Therefore, your RFP should note the region(s) you are considering, type of properties and history of the past three years of venues you have utilized, if applicable. G e t t i ng t he r ig ht i n for m at ion to the hotels will allow them to properly quote and respond in a timely fashion. Definitely share information that impacts hotel revenue: Meals on property, space
Considerations in Choosing a Sourcing Partner If you ever considered using a site sourcing company and were not sure of their value during the selection process for your next meeting/conference/incentive, we highlight below some things you should consider when hiring a sourcing partner: • Level of hotel industry experience — at minimum 10 years’ experience in hotels in the regions where you are sourcing. • Good support from team members to provide the high level of customer service you need. • An understanding of your industry. Do they work with your competitors? Do they know what is going on in your industry (regulations, policies, style of meetings)? • Strong ethical reputation in the industry. • Giving back to our industry through volunteer efforts and industry memberships. Consider asking your hotel partners to refer you to a company that they feel would fit best with your organization. Bring in a couple of partners to do a presentation to your company. You need to build a strong relationship with your sourcing partner, so ensure you are a good fit and that you feel comfortable that they will become an extension of your team.
Fantasy: The more properties you source and hold space at, the better. Reality: Remember the “boy who cried wolf?” If you constantly hold space and then release it later without updating the hotel, it may come back to haunt you. You need to present options for our internal clients to consider, but hotels will eventually not take your business seriously if you source 30 properties in five cities. 14 | www.corporatemeetingsnetwork.ca
usage, off-site catering, rooms required, etc. The more detail you can give the better, including all your hot points; this will help the hotel better assign meeting space and thus quote pricing and availability in a speedier fashion. If you have special requests (i.e. upgrades, complimentary meeting room rental, AV discounts etc.), you should note them in the RFP. There are many distribution channels to send out RFPs. Online or e-RFPs give you the ability to search a large amount of properties. Be clear with your RFPs as the information you get back is only as good as you give. The volume of e-RFPs hotels receive can cause delays in response time, so be ready to follow up with the hotel via email or phone.
WHAT TO LOOK FOR DURING THE SITE INSPECTION
Have you ever been taken off guard during the sales process? It could be something you bought online or in a store and what you bought was not of the quality or style that you wanted. The same thing can happen to you in the hotel industry, for example, when you sign a hotel contract sight unseen and when you and your guests get to the property there is construction going on, the ballroom carpet is tired and the food quality is poor. To avoid this, a comprehensive site inspection is critical. It starts with having a knowledgeable and well-trained hotel salesperson. A great salesperson builds rapport and trust and gives you an immediate comfort level with the property. First impressions count: • Was the salesperson in the lobby ready to greet you? • Did they involve anyone from other departments in the site inspection (i.e. conve nt ion s e r v ice s, upp e r management)? • Does t he salesperson k now your program details and focus the site i n sp e c t ion on on ly t he r eleva nt features of the hotel to your program?
F E AT U R E S T O R Y
IDENTIFY THE PROPERTY THAT MAKES IT EASY!
There is a perfect venue for every type of me e t i ng. W h at i s i mp or t a nt for one meeting may not be important to another. Having great meeting space w it h n at u ra l l ig ht, we l l- app oi nt e d guestrooms and comfortable, well-lit public space is a minimum. Apart from the obvious things like tasteful décor, cleanliness, scent, staffing levels and appearance, all great properties have one thing in common: Great people — sales and conference services personnel
that are empowered to make decisions a nd create memorable customer experiences at the same time. You can tell from your first interaction with the door staff to the salesperson all the way up to the general manager. There is no doubt that contracting hotels and venue space has become more and more difficult in recent years. This is attributed to demand, but also to factors such as shorter lead times and extensive contract clauses/ addendums, etc. Look at your meetings and events spend and consider working on multiprograms with one chain or hotel that wants
During a first time site inspection, it is a good idea to peek into the “back of the house” or “heart of the house” areas: i.e.: kitchen, banquet areas, service corridors and elevator landings on the guestroom floors. Hotels that take pride in their staff working areas will translate to a well taken care of property.
Value Proposition of Using a Sourcing Partner • Purchasing Power: Leverage the buying power of your company plus the buying power of the intermediary company. You may have only one annual conference or one incentive program, but your intermediary partner may book hundreds of programs at those hotels/ convention centres, etc. • Time Savings: Utilize your partner as an extension of your team. We all know how demands have increased yet resources have not. Time crunches are aplenty and when you work with a partner they create time savings for you, which result in cost savings. • Cost Savings: Value equates to more than just savings on room rate, but also the other added concessions that a seasoned professional can negotiate for you. Plus, this ensures that they have looked into alternate cost savings, such as tourism funding and multi-program deals. • Industry Expertise: Your sourcing partner is solely focused on finding you the right venue for your program. They review and negotiate contracts daily. This knowledge allows them to ensure that you are protected in case of challenges like attrition and cancellation. • Local knowledge: Industry professionals in the sourcing field will ensure that they know more than just the hotels in a region, but that they are also a good resource for information on restaurants, activities, visa guidelines, weather, and more. They have also built relationships with other vendors that can help you as you start planning your program.
Fantasy: Hotels dislike intermediaries and work with them only because they must. Reality: Great hotels understand that many intermediaries are partners that work incredibly hard to not only represent their clients, but also work with the longterm view that everyone needs to succeed.
to partner with you. A good salesperson will look for ways to make your approach a strategic win for both parties.
TOOLS TO ASSIST IN SOURCING
Convention and visitors bureaus are invaluable resources that we involve in the process whenever appropriate. They often have local intelligence and i n t he case of CVBs t hey ca n often provide financial and in-kind support for your meeting that can impact your meetings bottom line. Working through the ins and outs of the meetings industry can be daunting a nd k now i ng t he r ig ht people ca n really assist you in exceeding your meetings expectations. Site selection c o m p a n i e s c a n n o t o n l y h e lp yo u save t ime a nd money, but ca n help you get through difficult issues such a s venue ca ncel lat ion, at t r it ion or service challenges. They are paid by whichever venue you select so there is no cost to you and your organization. T here a re m a ny compa n ies i n t h i s space and if you are deciding upon wh ich site sele ct ion compa ny to choose, look for ones that have the most industry experience and with a proven track record of trust and strong ethical behaviour. Remember, whether handling the process yourself or using a sourcing partner, the more information you share the better. Building trust and good rapport with your sales contact will really help you get from A to Z quickly and painlessly. So be transparent about your goals, budget and overall expectations. This will help you to make an informed decision and ensure you pick the best location for your program. Jennifer Glynn and Joe Nishi are Managing Partners of Meeting Encore Ltd., which recently celebrated its 26th year of assisting clients with their strategic sourcing needs. They can be reached at 905-403-9646 or via their website at www.meetingencore.com Corporate Meetings & Events Fall 2016 | 15
DH U TS A T RL K YNEWS TI N EC
POWERING YOUR
PROGRAMS
Nine data sources for revving up your event management
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By Heidi Welker
You already know that event measurement is an important part of your overall strategy. If it seems daunting, you are not alone. Many event professionals wonder if they have the tools or data in place to accurately analyze and improve their programs. If that sounds familiar, rest assured — you are probably generating buckets of data points just waiting to be collected and examined. Look no further than the event technology and digital components you are already using as part of your brand experience. Here are the top 10 data sources you may already be using that can be leveraged to power your event measurement and management programs:
Mobile app: When mobile app usage is
high, there are few other event technologies that offer such rich analytics. Discover what participants are searching for, get real-time feedback, capture session evaluations and more by tapping into your mobile app’s robust measurement features.
To u c h s c r e e n s : A n a lyz e t he event
Website: One of the first touch points for
information (such as sessions, exhibitors, sponsors, evening activities, and more) participants look up on touch screens and digital displays to determine areas of interest. Touch screens can also uncover where more guidance or information is needed on site and in the mobile app.
E m a i l c a m p a i g n m a r k e t i n g : Revea l interesting insights into your audience by using a campaign tool to track opens, clickthrough rate, and bounce rates. This will help you figure out what messages most inspire your audiences.
Second screen: This event technology not only makes education sessions more engaging (thanks to polling, chat, and other cool integrations), it also provides event professionals with real-time data at their fingertips. Second screen can reveal which sessions spark the most engagement and help speakers understand their audiences, customize their content and evaluate their performance.
potential attendees to learn about your program is your website. Power up its measurement capabilities by installing Google Analytics to unlock information like visitor demographics, interests, and behavior.
Social media: Social media isn’t just an
integral part to on-site engagement. Social media monitoring and listening tools can be used to help increase registration, learn about attendee interests and needs and find out what went well (and not so well) during your brand experience.
Virtual/hybrid integration: Check which
virtual sessions were most viewed by off-site attendees and consider hosting more sessions on similar topics in the future to convert them to joining the live program.
Gamificat ion: A fu n way to i ncrease engagement, ga m i f icat ion ca n a l so deliver tremendous amounts of data based on attendee behavior, interest, networking, social amplification and more. Deploy a quiz or scavenger hunt and watch the engagement and metrics roll in! Location mapping/Micromarketing:
Location mapping technology like beacons can reveal where attendees are gathering most often, providing insight into what resonated so you can serve up more of the same success in the future. As you can see, you are most likely deploying a handful or more of these event tech nolog ies — mea n i ng that you h ave acce ss to t rea su re t rove s of dat a. W he n you st a r t to u n lo c k the i nsights provided by these measurement points, you can work on continually improving your program and increasing engagement with your audiences. Heidi Welker is VP Marketing for Freeman Audio Visual Canada. For more information, visit www. freemanav-ca.com. For a deep dive into the value of event measurement, including a step-by-step process you can use today to start measuring — and improving — your own brand experiences, visit http://bit.ly/2dYute8 Corporate Meetings & Events Fall 2016 | 17
FROM APPREHENSION TO APPRECIATION Selecting the right mobile event app
By Phil Rappoport
The growth of mobile app usage for meetings and events continues to climb rapidly, and the tipping point might be occurring right now. The 2016 Event App Bible revealed that while 30 per cent of event professionals already incorporate mobile event apps, an additional 37 per cent said they planned to use event apps within the next year. Apprehension that existed three to five years ago is clearly giving way to acceptance. An oft-heard obstacle was the reluctance by leadership in the organization, typically representative of an older demographic, to embrace technology in their organization beyond a website and a CRM. The reasons for adopting mobile event apps vary by organization, and they’re not mutually exclusive. Some are choosing to seize technology because the cost to produce printed materials needs to be reined in; or they’ve seen a significant demographic shift to a younger, more mobile audience, where everyone is carrying at least one mobile device. And others feel that sustainability is a core value of their organization, and going mobile makes a statement. 18 | www.corporatemeetingsnetwork.ca
NEW SCHOOL VS. OLD SCHOOL
The fact is, mobile event apps can capture the same meeting information as a printed program guide, and it can be used before the event, and long after the event. Not only does having an app offer convenience to change the agenda on the fly, it can be a tool to foster networking among attendees and sponsors that a printed agenda will never achieve. As the adoption toward mobile event apps has grown, so has the community of providers. There are now more than 100 providers of mobile apps for the event and meeting industry. User interfaces are different. Some features, such as speaker lists, are common among apps, but other features are unique. Some providers specialize in large-
MEETINGAPPS scale trade shows or medical-related events. Other providers tout their Facebook-like activity feeds to elevate the fun, collegial aspect of conferences. And pricing is all over the map.
SO, WHAT’S THE BEST WAY TO BEGIN THE SEARCH TO FIND THE BEST MOBILE APP?
For starters, it’s important for the event planner to establish an “attendee value proposition,” which can be a mission statement or a list of items reflecting your event goals, your requirements, and the expectations you have of your attendees. It sounds like a chore, but is it necessary? Yes, having that road map is beneficial to both you and your provider and it can eliminate miscommunication at the outset. Articulating it up front to potential mobile app providers — either verbally or through an RFP — will help providers focus on the planner’s needs and ensure that the provider’s set of features matches the desired outcomes and expectations.
LET’S CREATE A FICTIONAL CONFERENCE, STARTING WITH GOALS.
Goals: The first goal is to increase attendee satisfaction 20 per cent, which we measure by surveys. We’ve done the analysis and an increase of 20 per cent will generate an increase in early registration for the following year as well as a respectable increase in membership renewals. Another goal is to reduce the cost of the printed agenda, including graphic design, printing, and shipping. Instead of eliminating it this year, we’ll start our transition to mobile by shrinking the size of the book, promote the keynote speakers and meeting tracks, and maintain space for sponsors who still want to see their logos in print before agreeing to ditch the hard copy and entirely embrace mobile. Requirements: The requirements for our conference are that we need an app that’s available on both mobile devices and the web, so that our contingent of laptop users can access the app. Another requirement might be that we have 300 abstracts. If the abstracts are not going to be available in the printed guide, they need to be easily accessible and listed by category. We also offer CEU/CME credits, so we’d like the app to be able to help us process those. In order to know we have the best speakers, we’re going to need a rating system. This is a very active attendee base, too, so we’d like to do some polling during sessions. Expectations: Our expectations are that 75 per cent of our attendees will install the app and use it every day of the conference. We also expect that attendees will make new professional connections and download presentations, and that at least half of the attendees will take advantage of the app for their CEU/CME credits. So, the Attendee Value Proposition for the conference might include a list like this: • A variety of networking features to enhance connections among attendees • The ability to create a personalized schedule from the list of concurrent sessions • Connecting attendees to exhibitors, such as scanning features, appointment-making, or a fun activity such as a scavenger hunt • Referencing notes and contacts one year after the event • Rating sessions and speakers • Instant polling to enhance engagement during sessions • Continuing education credit execution There’s no correct list or “value proposition” because every organization is different. But keep in mind that it needs to reflect what the organization is expecting the attendees to value and take advantage of at the event.
After you’ve created your value proposition, you need to identify some potential app providers through research, personal experience, or industry contacts. How can you distinguish among prospective mobile app providers? Here are some key points to consider. 1. Features, Navigation, and Customization: View several apps from each provider you interview. Think about the demographics of your attendees. From the very first screen, can you envision them quickly understanding how to find the information they’re looking for? If the event itself will have a lot of content, is the app organized so that you can easily navigate to schedules, speaker profiles, downloadable presentations, surveys, polls, and note-taking? If socialization is important, look at chat capabilities, activity feeds, and gamification. Find out what is standard and what costs extra. 2. Support and Workflow: Gain a good understanding of the provider’s timeline and other requirements to produce the app. Review the back-end publishing tool. Does it seem easy to use? What kind of training and ongoing support will the provider make available to you in the months leading up to the event, and what are the help procedures and availabilities during the event for last-minute changes or glitches? Look at the provider’s statistics for app adoption. And ask providers about issues they encounter from their end, too. 3. Contracts and Pricing: Review what’s included in the app proposal and what may cost extra. Do you want to try the app for one event and then make a long-term decision, or does the provider require you to commit to multiple events and years? Are you getting your own branded app, or do your attendees need to download the provider’s app first and then search for your event? Are there fees to integrate with your registration platform? Is the provider charging an annual fee? Can the app perform without WiFi? Is there a web version for laptop users and those without iOS (Apple) and Android devices, and is it included in the price or does it cost extra? Is the app provider developing new features? Don’t assume that the most well-known names in the app industry are the easiest to work with, and don’t assume that a higher price means it must be a better product. Pricing varies widely across our industry, and that contributes to a lot of head-spinning among event planners. Reach out to references and ask them for pros and cons of that app provider. Good luck with your selection. Be sure to look at usage metrics and get feedback from your internal staff and attendees after the conference to determine issues to address next time or features that you can promote better. Attendees will remember whether the app has been a help or a hindrance to their event experience, and they’ll be sure to offer you their opinion. Long term, you and your attendees will appreciate the app that works well for you. A good resource is the annual Event App Bible, which can be downloaded for free at http://www.eventmanagerblog.com/event-appbible/. It lists many providers, their features, and if known, pricing. To help compare app providers, we’ve developed a one-page worksheet that lists some key questions to ask. For a free copy, send an email to info@agendapop.com with the subject line “Questions.”
Phil Rappoport is Vice President, Sales & Marketing for AgendaPop, a mobile event app based in the Washington, D.C. area, serving associations, nonprofits, and corporations worldwide. For 30 years, Phil has served in marketing and promotion management capacities for companies in technology, consumer products, and broadcasting, such as AOL, ABC Television, Fox Television, Sony, and Tribune Broadcasting. Phil is a soughtafter speaker for several national meeting professional organizations. He can be contacted at phil@agendapop.com or +1-703-793-4955. Corporate Meetings & Events Fall 2016 | 19
STAR SEARCH Top tips for hiring the best speaker for your next event By Martin Perelmuter
20 | www.corporatemeetingsnetwork.ca
E D U C AT I O N A L P R O G R A M M I N G
Hiring the right speaker for your corporate event or conference isn’t getting any easier. There seems to be more speakers than ever, on just about any topic. If you Google the term “keynote speaker,” there are over 19.2 million results. So what are some tips that will help you find the best possible speakers for your events? I a ske d a few of my col le ag ue s at Speakers’ Spotlight who are dedicated to helping our clients do just this. Each of them have at least 10 years’ experience in the meetings industry, and several (myself included) have been doing this for over two decades. Here are the top 10 speaker hiring tips we came up with: 1. Begin with the end in mind. Rather than
focusing purely on the topic or theme of the meeting, ask yourself this question: What behaviour change do you want to see in your audience? Put another way, when t he spea ker is f i n ished, and your delegates or attendees leave the event, what do you want them to have heard, learned and felt, and most importantly, what do you want them to do differently? 2. Understand your audience. We’ve yet to see a speaker who is right for every audience, a nd the on ly way to fi nd the right speaker for your event is to k now you r audience. Th is i ncludes demog raph ics a nd psychog raph ics. What’s the age range? What’s the gender balance? What are their roles or job functions? What level of education do they have? Are they culturally diverse? All of these questions will help identify the speakers who will best relate to, and connect with the audience. 3 . P l a n e a r l y, i f p o s s i b l e . T he b e st speakers get booked a year or more i n adva nce, so the ea rlier you sta rt planning, the great likelihood your first choice will be available.
4. Know your budget. As with most
t h i ngs, fees va r y qu ite w idely, so knowing your budget will help you na r row dow n t he list of potent ia l ca nd idates. Ke ep i n m i nd t h at i n general, celebrities and high-profile speakers will be more expensive, but that doesn’t necessarily mean they are better speakers.
5. Look for ways to add value. Most
s p e a k e r s a r e w i l l i ng t o do mor e than just show up, speak and leave. W het her it ’s a Meet & Greet w it h VIPs or spon sors, a book sig n i ng, an extended Q&A, or a Twitter chat, there are ma ny ways to add value to you r spea ker ’s pa r t icipat ion at your event. Be creative, and don’t be afraid to ask what’s possible. 6 . Communi c a t e yo u r e x p e c t a t i o n s i n a d v a n c e . W h e t h e r i t ’s p r e -
event preparation, onsite participation, or post-event follow up, s ome sp e a ke r s a r e w i l l i ng to d o m o r e t h a n o t h e r s . To a v o i d disappoi nt ment, com mu n icate a l l your expectations in advance, and e n su r e t h at t hey a r e c ap t u r e d i n your agreement. 7. Understand your responsibilities.
Most speakers have fairly standard cont ract ua l obl igat ion s, however, it’s critical that you understand the full scope of your responsibilities. In particular, ensure that the travel and A/V requirements are clear, as well as the cancellation terms.
8. Do your homework. It’s important to do your due diligence. This may include asking for references or testimonials from previous clients, reviewing video clips, or attending another event they’re speaking at in order to preview the speaker in person. 9 . B u t d o n’ t ove r t h i n k i t . W h i le it ’s
important to consider various options, and ensure you’re confident in your selection, don’t be struck by decision paralysis. Selecting a speaker is both an art and a science, and there is almost always more than one speaker who will do a great job for you.
10. Set your speaker up for success. Finally,
once you’ve made your selection, provide your speaker with the tools to help them succeed. This can include background information on your organization and event, a briefing call or meeting to assist in their preparation, and a personalized introduction at the event. I hope these tips help you select the speakers that will best ach ieve the objectives for your meetings, and more importantly effect positive change in the personal and professional lives of your attendees.
M ar t in Pe relmut e r i s P re si d e nt a nd Co-Founder of Speakers’ Spotlight, one of the world’s largest and most respected speakers’ agencies. Speakers’ Spotlight has arranged more than 20,000 speaking engagements in over 30 countries worldwide, and has received many industry awards and accolades along the way. For more information visit www.speakers.ca. Corporate Meetings & Events Fall 2016 | 21
INDUSTRYNEWS
CREATIVE CATERING Corporate event catering ideas that exceed guest expectations By Paul Spano
22 | www.corporatemeetingsnetwork.ca
FOODANDBEVERAGE
Food trends are constantly morphing, especially given the growing number of corporate events each season. Not only are the food trends changing every year but the way the dishes are presented is changing as well. Chances are, your guests have grown to expect not just a well-planned and informative event but delicious, well-prepared, high-quality food as well. With social media and online resources, it’s easy for guests to see what other corporate events are offering so why not try to up the ante this year? This is your chance to surprise them by presenting their favourites in new and unique ways. Here are a few great ideas to help keep your events fresh and exciting on the food and beverage front.
CLEAN AND GREEN
This year, enticing catering is all in the details. With a rise in better-for-you diets, the days of breadbaskets and deep-fried appetizers are fading away and catering pros have been focusing more on being “clean and green.” From vegan to glutenfree, it is common to hear of an abundance of specific dietary restrictions on top of the healthy eating craze. Don’t fret, though— health and taste can work hand-in-hand and you can still create beautiful, unique dishes that are suitable for all diets. Fruits and vegetables can add a great pop of colour and incorporate different levels of texture into any dish. Those who flock to these foods will appreciate the simple and fresh taste and, with multiple substitutions available, the majority of guests won’t even notice a difference. Touching on another environmental trend and with the emergence of higher social consciousness, the call for “real” food is louder than ever. This means that guests are looking for simple and allnatural menus. The processed days are over and corporate catering should be leaning towa rd orga n ic mea l s based on eco-friendly food sources. Guests
want more than real food; they want it made by real people. Researching your surroundings and sourcing ingredients from local artisanal shops or farms shows a dedication to community support and involvement. Details such as grass or grain-fed meats, sustainable seafood and additive-free products are increasingly making grand appearances at this year’s events while menus focused on food and waste reduction are also trending. This is creating a new take on classic dishes and is introducing innovative, multi-purpose presentation ideas. Not only are these options healthier for all, including Mother Nature, but showing some green initiative will be sure to catch the eye of your attendees and create buzz at your next corporate event.
i mp r e s s e d a n d e x c it e d. Us e n o n conventional, unusual serving dishes or accessories to present the food. If you’re stumped on how to do all of this yourself, your caterer will be able to help you with this. Brainstorming with a professional can create remarkable results that can shock and awe your guests in the best ways.
CRAZY FOR CARTS
Are you looking for catering ideas that add a moving element to your next corporate event? Why not try a strolling buffet? It will require some logistical planning in terms of your room layout, but incorporating small dishes such as dim sum, sushi, or appetizers delivered on small bar carts can add an exciting aspect to your event. Your guests will especially love to see the food coming to A NEW TAKE ON THE CLASSICS T he r e w i l l a lways b e t ho s e c l a s sic them rather than them having to leave dishes or items that are a must-have at a potential net working opportunities corporate event. Everyone loves to nosh on when their stomach starts to rumble. By a charcuterie board or pick at bite-sized offering a variety, even the pickiest of desserts, but the typical presentation can get boring or overdone. Try to display these items in a creative or inventive way to ke ep g ue s t s
Corporate Meetings & Events Fall 2016 | 23
FOODANDBEVERAGE eaters will be impressed by the selection. Carts are yet another aspect that can contribute to your theme with an array or shapes and styles. Whether you’re looking for something surprising and funky, or formal and ornamental, you can be sure to find something that fits with your vision and complements your overall menu.
can also be translated into a more casual or hip setting depending on plating and garnish placement. Do you want to phase this trend into a food station or moving cart? Using mason jars, an edible bowl, or oversized cappuccino mug can add a fresh to-go or movable element to your corporate event.
DESSERTS WITH A PURPOSE
GET INTERACTIVE
Even after a big meal, most people can’t resist dessert. So why not offer desserts that are not only delicious, but functional? Desserts can act as advertising for your company—for example, you can serve cake or cupcakes with the company’s logo on them, or dessert bars that nod to a new product being launched. You can get creative and incorporate a variety of dessert stations at your corporate event, featuring cake pops, candy, or late night snacks, for example.
JUST SAY “OUI!”
Soup served “French style” is the perfect way to add a touch of class and keep your appetizer fresh and hot with large or small corporate events. This dish is presented as a beautiful garnish in a bowl with the soup broth poured over top before eaten. It’s elegant and trendy with the sophisticated touch of trained servers but
24 | www.corporatemeetingsnetwork.ca
Food stations can make a huge mark and fit in perfectly to networking or social portions of a corporate event. This can add variety to your menu and fit into any theme with the design of the station itself. Guests will enjoy being able to watch their food being either prepared or finished right before their eyes all while being able to interact with the chef. By positioning these stations throughout the event, it keeps guests on their feet and mingling rather than strapped to their assigned seats. This adds another aspect of customization and selection that is sure to get attendees talking—not only about the food but also to each other. I n t e r a c t i ve a r e a s a r e a l s o g r e at opportunities for an educational portion of the event by asking the chef to speak about the food, where it came from and how the recipe is executed. Your guests are then taking home more than a great
experiential memory but a delicious recipe to recreate the dish themselves after the event. It’s a goal to have attendees talking about how great the event is the day of, but having them rave about it weeks or months down the line is the true test of success. I n t he eve r- c h a ng i ng world of corporate events, catering is just one of the important decisions that should be made with a conscious effort to stay on top of trends and guest expectations. It’s no longer enough to just have tasty food and evolving ideas; methods and flavours should be used to keep guests secure in their choice to attend. Whether you’re implementing a cart service or simply promoting local and organic produce, using some of these ideas can keep your catering menu current and topical on both social and corporate levels, contributing to a successful event overall. With over 15 years of experience in the hospitality industry, Paul Spano is Senior Catering Consultant and Director of Venue Development at Seventh Heaven Event Catering. With Seventh Heaven, you get quality food, unbeatable service, and refreshing honesty. This is truly a one-stop shop event catering company. For more information visit www.seventhheaven.ca.
A venue to hold your expectations
PLUS A THOUSAND OTHERS.
AUDIOVISUAL
PRODUCING RESULTS Using video to help your clients get more from their next event By Dan Asselin
Let's face it: There are parts of just about every event that are unavoidably boring, boring and really boring. Dry content and droning speakers can take the life out of anything and make all of your efforts look worthless simply by association. Now, I'm not going to tell you that using prerecorded video can completely solve this problem because I have seen lots of money and effort wasted on video that provides nothing other than a chance to go to the bathroom or get another drink from the bar. But there are ways to use video to provoke conversation, impart important information and even just break up the monotony of speaker after speaker. Here are just a few ideas that can help your clients get more from their next event by using professionally produced video.
CONDENSING MOUNTAINS OF INFORMATION INTO SOMETHING MORE PALATABLE
I was once hired to condense the assets and direction of a major media company into a short financing presentation for a business meeting with a large bank. In five minutes we summed up their history, their present situation and what they needed the money 26 | www.corporatemeetingsnetwork.ca
for. As the CEO said to me, “We want to spend most of the meeting discussing financing and not explaining who we are.” The feedback I got was that it was very successful.
TAKING THE AWKWARDNESS OUT OF THOSE HORRIBLE Q & A SESSIONS
There's no more awkward silence than the silence which ensues after the CEO stands up and says, “Okay, here's your chance to ask all of the questions you have.” First, it takes a special kind of guts to stand up in front of all your peers and do this. Second, and even worse, is when someone does stand up and uses the opportunity to ask a long, rambling question which is more of an opportunity to try and impress everyone with how great they are. (Shudder) Allowing people to pre-record questions allows them to have the opportunity to sum up what they want to say into a more precise and palatable format. It also might allow the
organizers to plant questions which they want raised and even bring in questions from people who couldn't make it to the event. Want to add some real fun to the event? Use this as an opportunity (depending on the culture of the organization of course) to have people tell their best funny stories about their job then play it for the entire group. This is great for getting the non-management end involved in your event. Speaking of People Who Couldn't Make It. .. It's not uncommon for important people to be unavailable. That's why it is not unusual to have their presentation recorded earlier and off-site. Or maybe they just don't feel comfortable presenting in front of audiences of any size. Either way, you win with a prerecorded presentation. You can even accent the presentation by having the presenter available by conference call to field questions or even provide updates on breaking situations.
AUDIOVISUAL TAKING ADVANTAGE OF ONE OF THE MAJOR FEATURES OF A YEARLY CONFERENCE
In ma ny org a n i z at io n s, t h e ye a rly conference is the only time where most of the major players in that organization can get together to exchange ideas and tell the stories that form the anecdotal “book” on how their business gets done. In multi-day conferences, it is common to have a check-in day so why not use that as an opportunity to pull these important players aside to gather their valuable insights. These short items can be sprinkled throughout the rest of the conference you are there for — and then held for ongoing viewing by rest of the organization at their convenience.
MONETIZING CONFERENCE MATERIALS TO HELP DEFRAY THE COST OF THE EVENT
One time I was asked to come in and author a DVD by grabbing pieces of the video feed from the second day of a three-day event. The event organizers had planned it so that the key moments of the event would happen in Day 2, allowing us to replicate 3,000 copies overnight and have them ready for pick-up
the next day as people left for home. Those 3,000 copies were pre-sold at $30 per which made a nice dent in the overhead of the event.
WHO ARE YOU AND WHY SHOULD I BE LISTENING TO YOU AT ALL?
Another way to break up an event is to prov ide wh at i s a n i nt roduc t ion of speakers before they get into their presentation. Depending on how involved you wish to get, this can be a really great way to display their qualifications and give them a great place to start.
ENCOURAGE YOUR SPEAKERS TO USE EXISTING PRE-RECORDED VIDEO IN THEIR PRESENTATIONS
Many speakers have access to pre-recorded video of their own which can help to enliven their presentations for the benefit of everyone. There are two things to watch out for though. First, make sure they have the right to use these videos outside of the in-house viewing situation that is normal for them. This is especially important in the medical area where confidentiality agreements can create a world of problems. Secondly, make sure they know how to embed video into their PowerPoint or Keynote files. I have seen a
great many presentations grind to a halt while the speaker tries to figure how to re-enter their presentation after playing a file which is improperly located on their hard drive. As a side note, it is especially important that you vet any video that you plan on including in your event to make sure that the person playing this video has legal right to use the background music they use as a part of it. You can try to convince yourself that they might get away with it. And in truth they and you might get away with it. But there are many examples of the exact opposite and the results can be very expensive. These are just a few examples of how the use of pre-recorded video can make a real difference to your event. There are many more but I hope that this article provides a few thought-starters before you start putting together your next project. When he's not shooting or editing in the Toronto area, you'll find Dan Asselin travelling across North America helping clients turns event presentations into web files for internal and external use. You can reach him through his website www.simplevideos.ca or contact him directly via dan@simplevideos.ca.
It’s not the biggest harbour in the world. But it’s full of tall tales.
Create a tale of your own. Book the new St. John’s Convention Centre. Krista Cameron 1.877.739.8899
destinationstjohns.com
Corporate Meetings & Events Fall 2016 | 27
FOOT TOURS TO FO Planning and making the most of your Toronto city visit
By Marian Staresinic
Meeting and event planners tend to always be the ones with their finger on the pulse of any given city. Whether they’re just visiting or call somewhere home, their clients look to them to entertain a variety of people on multiple levels while understanding their needs and introducing new event ideas, locations and experiences for business, pleasure or both at once. I recently had the opportunity to connect with a long-time colleague and director of dales in tourism, Julie Holmen. Her bureau, Tourism Toronto, is a destination marketing organization with a main focus of promoting and selling the Greater Toronto Area (GTA) as a hotspot for personal, business or corporate travel.
VALUABLE PLANNING RESOURCE
Through face-to-face and digital rapport, Tourism Toronto, like many tourism boards, has become an important resource for planners and tourists alike, whether they’re 28 | www.corporatemeetingsnetwork.ca
new or seasoned visitors making connections with them. Julie and her team are responsible for finding and qualifying reliable, matchworthy event spaces, attractions, options and partnerships, similar to the efforts of a business concierge. Members of Tourism Toronto are indeed all pre-qualified with clear-cut qualities or offerings, making it easy for planners, clients and their guests to see through the smoke and noise of a saturated tourism-targeting market, making it crystal clear what their best and most thrilling selection can be.
Together, we discussed what local planners are always on the lookout for and which new trends and ideas the industry should keep an eye on. In a nutshell, meet i ng a nd event planners are always looking for new teambuilding activities and rewarding leisure opportunities for individuals and for groups of many sizes. They also want to be sure that these trips are up-to-date, engaging and done in partnership with people and businesses who are knowledgeable yet friendly to work with. These planners are
D E S T I N AT I O N P L A N N I N G
OOD TOURS really looking to bring ideas to their clients that are exciting and unforgettable, bringing that true “WOW!” factor.
FOODIE PARADISE
With places like Toronto becoming one of North America’s top food destinations, for example, more and more people are wanting to book trips around new and familiar cuisine-related experiences, something planners should keep in mind when it comes to venue knowledge and overall excursion know-how within the city. “Planners should try new places that their guests and clients will thoroughly revel in,” says Holmen. “A lot of the time, they will ask, ‘What is the must-see food item of Toronto?’ The answer to that is, ‘There isn’t one, there are many!’ We have one of the largest Chinatowns in all of North America as well as the St. Lawrence Market, which is world famous. There are new restaurants popping up all over the place as well so it is hard to pinpoint one particular dish or cuisine that is native to Toronto. Our large, diverse food Corporate Meetings & Events Fall 2016 | 29
D E S T I N AT I O N P L A N N I N G
scene reflects the vast cultural diversity of Toronto.” For clients and visitors wanting to literally take their love of cuisine and adventure to the city streets, Toronto Food Tours (TFT) would be a great place to start.
TASTY TORONTO TOURS
Started by long-time food industry veteran chef Scott Savoie, TFT hosts a wide variety of guided tours which explore particular neighbourhoods or cuisines of the city, depending on your taste. These can be booked for individuals and small or large groups, offering teambuilding activity potential while having the opportunity to uncover restaurants and hotspots off the beaten path. Top Toronto Food Tours picks are Old Chinatown, St. Lawrence Market and Old Town Toronto plus the Kensington Market. Others include the Ossington Strip, West End Brunch, the Historic Distillery District, Taste Little India, Greektown on the Danforth and Little Italy. Various drink tours are also available, including the widely popular Urban Whiskey Trail, a roving whiskey experience through downtown Toronto. Even individual restaurants are taking advantage of the foodie tourism boom by offering interactive in-house experiences for new and regular customers alike. In collaboration with U-Feast/Pass the Table, an off-menu dining experience hub, Dundas West’s Queen Margherita Pizza (QMP) has been putting on Pizza Libs, a fun, hands-on 30 | www.corporatemeetingsnetwork.ca
pizza competition where participants are challenged to fill in the blanks to make the ultimate pizza. These pizzas are then judged by QMP pizza experts with many prizes and prepared samples up for grabs.
CUSTOMIZABLE OPTIONS
With the city’s grand scenes and ethnic diversity in mind, alongside even larger amounts of memorable, customizable excursion options, it is truly important for planners of all kinds to know not only how to tap into these options but to also know where and what their most helpful resources are. “There is so much to see and do in our cit y,” says Holmen. “As we continue to grow, it’s important to have a few key outlets to keep abreast in the busy schedules of Toronto events. A great place to start is SeeTorontoNow.com, a site highlighting attractions to see, things to do, places to eat and main events happening all year round.”
Whatever you decide to do in your planning and initiatives, be sure that the objectives of you and your clients are clear and that your partnerships are solid. Whether you contact an agency or a tourism bureau, these partners should be reliable, respected and relatable, ensuring your experience is memorable and goes beyond the plate. Marian Staresinic is the Vice President of Branding and Buzzing. She has been in the food business her whole career, beginning at Stratford Chefs School then as a restaurant and cooking school owner, celebrity chef talent manager, AGA Cooker Brand Manager, food editor and the founder of Windsor’s Slow Food chapter. Branding and Buzzing is a modern food marketing agency that brings the buzz to their clients through engaging consumer conversations, marketing campaigns, social media and real-life experiences that are inspirational, memorable and most importantly, brand-driven. For more information, visit brandingandbuzzing.com.
INDUSTRYNEWS
DYNAMIC DESTINATIONS Your guide to selecting the ideal location for your next event
Corporate Meetings & Events Fall 2016 | 31
D E S T I N AT I O N P L A N N I N G G U I D E
CONTENTS
CANADIAN MUSEUM OF HUMAN RIGHTS PAGE 33
MEETINGS & CONVENTIONS PEI PAGE 34-35
DESTINATION HALIFAX PAGE 36-37
HALIFAX CONVENTION CENTRE PAGE 38
CANADIAN MUSEUM OF IMMIGRATION AT PIER 21 PAGE 38
DALHOUSIE UNIVERSITY CONFERENCE SERVICES PAGE 38
WESTIN NOVA SCOTIAN HOTEL PAGE 39
HAMPTON INN & HOMEWOOD SUITES BY HILTON DOWNTOWN HALIFAX PAGE 39
HALIFAX CITADEL PAGE 40
FREEMAN AUDIO VISUAL PAGE 40
CENTRE MONT-ROYAL PAGE 41
OUTAOUAIS TOURISM PAGE 42
CROWNE PLAZA GATINEAUOTTAWA PAGE43
DOUBLETREE BY HILTON GATINEAU-OTTAWA PAGE 43
WAKEFIELD MILL HOTEL & SPA PAGE 44
TORONTO - I N T E R N A T I ON A L A I R POR T
TORONTO - Y O R K D A L E
SHERATON CENTRE TORONTO HOTEL PAGE 45
ART GALLERY OF ONTARIO PAGE 45
CN TOWER PAGE 46-47
HOLIDAY INN TORONTO INTERNATIONAL AIRPORT PAGE 48
HOLIDAY INN TORONTO YORKDALE PAGE 49
TOURISM WINDSOR PAGE 50
CANADIAN CLUB BRAND CENTRE PAGE 51
ART GALLERY OF WINDSOR PAGE 51
THE RUM RUNNERS TOUR PAGE 51
CAESARS WINDSOR PAGE 52-53
BEST WESTERN PLUS WATERFRONT HOTEL PAGE 54
ST.CLAIR COLLEGE CENTRE FOR THE ARTS PAGE 55
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TOURISM WINNIPEG PAGE 56-57
RBC CONVENTION CENTRE WINNIPEG PAGE 58-59
Destination Planning Guide
D E S T I N AT I O N P L A N N I N G G U I D E
When organizing an important corporate or business meeting, planners have a lot of critical decisions to make, including selecting the perfect meeting venue, choosing the right hotel accommodations, hiring great speakers and bringing the best food and beverage options to the table. But before all of those decisions can be made, finding the optimal destination for your event is the crucial first step. With so many great locations to choose from, selecting the right destination to suit your group and budget can seem like an insurmountable task. Fortunately, Canadian meeting planners have an unending number of superlative options when it comes to destination selection. From a cozy seaside inn on the Atlantic coast to grand hotels with epic mountai n views i n Brit ish Columbia to the bright lights and non-stop action of metropolitan areas such as Toronto,
Montreal or Vancouver, a spectacular event is right around the corner when you choose the right destination. Although Canadian meeting d e s t i n at i o n s o f f e r e ve r y a m e n it y, service and attraction you can dream of, our country’s geographic location a nd r e l at ive ly shor t t rave l t i me to
international business centres opens up hu nd reds more opt ion s. Wit h t h i s i n m i nd, here a re some of t he most important considerations when planning your next meeting or event, whether here in Canada or abroad. Continued on page 44.
Make your next event unforgettable. Whether you’re planning a big reception with hundreds of people or an intimate dinner with a few guests, the Canadian Museum for Human Rights offers you a venue that will both inspire and amaze. Book with us and create magical memories and inspire conversations that continue long after your guests depart. Please contact Bruce Garvey: bruce.garvey@humanrights.ca or 204.289.2233 T: 204 289 2233 F: 204 289 2001 TTY: 204 289 2050 Toll Free: 1 877 877 6037 humanrights.ca
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REGIONAL PROFILE
MEETINGS AND CONVENTIONS PEI Unconventional conventions across Prince Edward Island
Canada’s legendary historical meeting place, Prince Edward Island fuses unparalleled hospitality with innovative ideas to compliment the uniqueness and flare of every event. With eccentric venues adorning every corner of the island and the ocean at your feet, PEI satiates both professional and recreational needs all in one long shot. A consistent frontrunner in conventional meeting spaces and maestro of waterfront events, PEI has successfully hosted delegates from all over the world at the renowned Prince Edward Island Convention Centre. With over 50,000 square feet of meeting space, spilling out into areas like the majestic Confederation Ballroom and breath-taking outdoor patio, the convention centre is a trusted and relished venue. Venture outside the box, and you will find that PEI has even more to offer your next conference than state-of-the-art facilities and commodious lodging. With the entire island at your service, discover PEI’s hidden gems and take your coastal event experience to new horizons. CHARLOTTETOWN HOPS TO FIRST PLACE A window into the past and a vessel for PEI’s tradition of hospitality, Charlottetown never stops celebrating its rich history,
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vibrant culture, and world-famous cuisine. The PEI Brewing Company (seen above), housing two spectacular spaces that can entertain anywhere from 5 to 500 visitors, is a quirky venue choice for those looking to bring a lively vibe to their event. Its alluring ambiance, interactive tours, and culinary delights will make for an unforgettable experience. For a more dramatic event, the Confederation Centre of the Arts features spaces like the marble-walled Memorial Hall, the 1,102-seat Homburg Theatre, the 200-seat cabaret Mack Theatre, and the intimate Studio Theatres. An homage to the Fathers of Confederation and the birth of Canada, the centre is one of the largest convention facilities in PEI, and home to the longest-running and most popular musical, Anne of Green Gables. If you are feeling lucky, host your event at the Red Shores Racetrack and Casino, directly in the centrefield by the historic judge’s stand, or in the grandstand room
with theatre-style seating for up to 230 guests. You and your delegates can place bets, indulging in award-winning seafood, and even snap a photograph with the horse to capture a major part of PEI’s heritage. RED SANDS SHORE IS QUITE THE CATCH PEI’s very own paradise, South Shore’s cascading red sandstone cliffs, caressed by a gleaming ocean, weave adventure together with serenity. Rich in seafaring tradition, the region is a scrumptious choice for an interactive event. Take your delegates on a culinary journey with Chef Ross Munro: fish for Bluefin Tuna, catch seafood, or harvest Contact information:
Rebecca Alexander Business Development Manager ralexander@peimc.com www.meetingsandconventionspei.com
Inn at Bay Fortune Homburg Theatre - Confederation Centre of the Arts
REGIONAL PROFILE
Clinton Hills
crops with your team, later turning them into gastronomic masterpieces for your Island table.
The Table Culinary Studio
BLAST FROM THE PAST ON GREEN GABLES SHORE Praised for its scenic landscape, Green Gables Shore is free from the distractions and hustle of the busy world. Clinton Hills – a restored 1959 barn – offers a rustic, inimitable experience guaranteed to have you and up to 200 attendees
reminiscing; while The Table Culinary Studio – a former New London United Church – guides you and your delegates on an innovative cooking adventure, bringing the entire team together at a 12foot long harvest table to share the meal. POINTS EAST COOKS UP ENGAGEMENT Chef Michael Smith knows how to cook up excitement for a large group of people, and his new establishment in Points East, The Inn at Bay Fortune, will bring you and your delegates together for a delicious, exploratory quest. Slurp through a pile of PEI’s famous oysters, tour the grounds and gardens, and indulge in a familystyle feast at long butcher-block tables overlooking Bay Fortune. Make your next convention unconventional, by holding it at one of the countless unique spaces decorating the length of the island.
ISLAND MEETINGS ARE MEMORABLE
let us help you plan your next meeting on pei
855-368-3688 | info@peimc.com | peimc.com
Corporate Meetings & Events Fall 2016 | 35
HALIFAX
proves itself as Atlantic Canada’s premier meeting destination C
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Located on one of the largest natural harbours in the world, Halifax, Nova Scotia is Atlantic Canada’s largest city with a quintessential Maritime feel. Halifax offers the amenities of a modern city while being close to nature and hugged by ocean. Twenty minutes from the downtown core are beaches and trails ready for exploration by surf, sail, hike or bike. Approximately one hour from Halifax, the Bay of Fundy is home to the highest tides in the world, and is the only place on Earth where visitors can experience tidal bore rafting.
Contact information: Hélène Moberg, Executive Director, Sales hmoberg@destinationhalifax.com www.destinationhalifax.com 36 | www.corporatemeetingsnetwork.ca
Though there is still no shortage of city life and things to do, as Halifax continues to be the largest shopping destination in Atlantic Canada, the hub for spectacular festivals and events and the culinary capital of the East Coast. There is also new development happening on every corner, including the new Halifax Convention Centre opening in early 2017. The Halifax Convention Centre, featuring over 120,000 square feet of flexible event space, a 30,000 square foot ballroom with a view of downtown Halifax and nearly 50,000 square feet of multi-purpose convention space, tripling the available meeting space in the city’s downtown core. Halifax has the most hotel rooms in Atlantic Canada, with over 4,500 rooms,
and more to come. The Halifax Convention Centre is part of the Nova Centre which also encompasses a boutique hotel, shopping, restaurants and parking. Come to Halifax by sea or air. With the award winning Halifax Stanfield International Airport, you’ll find daily flights to Boston, New Work, Newark and Philadelphia and non-stop flights from Glasgow and London. HIAA is also the only airport in Atlantic Canada to offer U.S. preclearance. It’s no wonder Halifax has developed a renowned reputation for hosting. Time and time again, visitors remark on the welcoming, approachable, friendly nature and the optimism we see the world with. See you soon!
HALIFAX, ATLANTIC CANADA’S PREMIER MEETING DESTINATION. Our harbourside city and close proximity to nature create a memorable backdrop for meetings & conventions. Halifax combines unparalleled service and East Coast hospitality with modern amenities and sophisticated experiences inspired by the sea.
DESIGNING THE ULTIMATE CONFERENCE EXPERIENCE With a state-of-the art convention centre under construction, Halifax, Nova Scotia, Canada is redefining what it means to be the ultimate host city.
Our new Halifax Convention Centre features 120,000 square feet of flexible event space, including a spectacular 30,000 square foot Ballroom overlooking the city, nearly 50,000 square feet of multi-purpose convention space, including the Convention Hall, and 40,000 square feet of intimate meeting space. Our bright and
Contact information:
Dawn Baldwin, Director of Sales 902-421-1302 ext. 2144 dawn@halifaxconventioncentre.com
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iconic facility can divide into two independent convention levels, allowing for privacy and optimal traffic flow during multiple events. Located in the heart of downtown, we offer much more than just a conference experience. Visitors have the chance to immerse themselves in professional development during the day and personal enjoyment after hours with the best local dining, and fantastic arts and culture all within an easy stroll from our doorstep. Discover what’s in store for you and your delegates. Learn more: HalifaxConventionCentre.com @hfxconventions
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PIER 21 The Canadian Museum of Immigration at Pier 21 offers a corporate meeting site unlike any other. A national historic site, our recently renovated and expanded exhibits celebrate and pay tribute to the country’s immigration story, including the nearly 1 million immigrants who used Pier 21 as a gateway from 1928 to 1971.
Contact information: 902-425-7770 facilityrentals@pier21.ca pier21.ca/rentalservices
Host to more than 200 events annually, this award-winning facility, located at the Halifax Seaport, offers a multitude of banquet and meeting spaces. From intimate dinners of 20 guests to receptions of 1,000, our onsite staff are dedicated to ensuring your event is a success. Harbour views and an open industrial concept provide an extraordinary backdrop for unforgettable events. Enhance your event and your guests’ experience by hosting your meeting at the Canadian Museum of Immigration at Pier 21, a unique and authentic setting of national significance.
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DALHOUSIE UNIVERSITY Whether you’re planning a small meeting for 10 or a large conference for 1,000, Dalhousie University has an event space that will meet your needs. Our venues are competitively priced, located in the heart of Halifax and Truro, Nova Scotia and are full of the character and vision you’d expect from one of Canada’s leading research universities. Set to celebrate 200 years in 2018, we’ve been waiting a long time to host your next event, meeting or conference. With over 250 unique spaces, 2,500 bedrooms (available seasonally
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from May through August), online registration services, dedicated catering and audio/visual services available across four campuses and two cities, Dalhousie is a premier venue that has everything you need. It’s where you need to be.
Contact information: Toll-free: 1-855-306-3933 meet@dal.ca dal.ca/eventservices
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THE WESTIN NOVA SCOTIAN The Westin Nova Scotian, a AAA Four Diamond Hotel, is located in the heart of the city overlooking Halifax Harbour, steps from restaurants, nightlife, museums and shopping. The hotel boasts 23,000 square feet of versatile meeting space, anchored by an 8,400 square foot ballroom. Eighteen meeting rooms allow groups large and small to feel like they are the centre of attention. Further, with the majority of the space on one floor, larger groups virtually own the space. The hotel is within a two minute walk of some of the best offsite venues in the East! The Halifax Seaport Conference District offers outstanding facilities like Pier 21, Cunard Centre, The Discovery Centre and the Halifax Seaport Farmer’s Market; allowing conferences to enjoy a meal/event offsite, but within steps of their host hotel. An indoor pool, hot tub, Westin Workout Studio and spa allow guests to unwind at the end of a long day. Should a guest choose to not bring their workout clothes, the Westin Gear Lending Program offers an alternative. The historic Westin, built in 1930, has played
host to visiting royalty, movie stars and lifestyle icons. Although renovated many times through the years, the hotel has been successful in maintaining its charm and charisma. There are abundant opportunities to enjoy the hotel without ever leaving! Roy’s Lounge, named after bartender Roy Clorey (worked in the building since 1963), who still works two nights a week. It is a popular stop for hotel guests and regulars. From Starbucks coffee to local craft beer and martinis, the lounge offers conference groups the ideal spot to discuss the events of the day. Elements on hollis is open for breakfast, lunch and dinner. The emphasis is on local foods with an international flair, allowing our experienced culinary team to pay homage to their home countries. The Westin Nova Scotian is the Halifax conference and special event choice.
Contact information:
Michelle Pollard Phone: 902-496-7437 www.thewestinnovascotian.com
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HALIFAX HAMPTON INN AND HOMEWOOD SUITES Centrally located in downtown Halifax, this dual-branded property offers easy access to major corporate headquarters as well as shopping, dining and entertainment. Some highlights include a SilverBirch Conference Center ®, 24-hour business center, indoor swimming pool and a gym.
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Hampton Inn’s guest rooms are equipped with modern amenities including 42-inch LCD TVs and comfortable Hampton beds®. This new hotel also features Hampton’s Perfect Mix Lobby, designed for both leisure and business travelers as an extension of their guestroom. Homewood Suites provides travelers amenities and services that maximize their travel budget, including free Wi-Fi, daily breakfast and evening social Monday through Thursday. In addition, Homewood’s guest suites boast fully equipped kitchens, separate sleeping and living spaces, and grocery shopping services– all amenities that enable travelers to feel at home.
Contact information: Hampton: 1-855-331-0334
www.Halifax.HamptonInn.com
Homewood: 1-855-331-0337
www.halifax.homewoodsuites.com
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HALIFAX CITADEL NATIONAL HISTORIC SITE Make your meeting or event truly historic! Conveniently located in the heart of downtown Halifax, the Halifax Citadel National Historic Site offers a first class historical experience for business meetings, conferences, receptions, dinners, weddings, tented events and even festivals and concerts. Parks Canada and its partner, the Halifax Citadel Regimental Association, are pleased to present unique, well-appointed meeting rooms and exterior spaces that offer all of the modern amenities you require with a historical flare unlike any other meeting facility in Halifax, Nova Scotia.
The Halifax Citadel boasts a central location with one of the best views Halifax has to offer that is within close proximity to the downtown and waterfront areas. Complete with friendly, well trained staff and ample parking, this versatile space provides the setting and service to make any event memorable. The unparalleled historic setting will transport you to another time, right in the heart of beautiful downtown Halifax, Nova Scotia.
Meeting and event planners are encouraged to add some pageantry to their events. Be it a kilted 78th Highlander standing guard, bagpipers playing Scottish tunes or soldiers performing military drills and firing authentic rifles and cannons, the added touches will ensure your event is unique and historic within the walls of an authentic 19th century fort.
Contact information:
Interior spaces: Caitlin Zwicker, Halifax Citadel Regimental Association 902-426-7665 caitlin.zwicker@regimental.com www.regimental.com Outdoor events: Emily Sine, Parks Canada 902-426-1995 emily.sine@pc.gc.ca www.parkscanada.gc.ca/halifaxcitadel
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FREEMAN AUDIO VISUAL You need an audio visual partner you can trust. Freeman Audio Visual has been serving the Atlantic Region since 1988. We are proud to be the official supplier to a number of hotels throughout the Atlantic Region including all the Delta hotels including PEI, Crowne hotels, the Westin Nova Scotian, the Halifax Marriott Harbourfront as well as the leading convention and meeting facilities throughout
Contact information: Phone: 902-468-4485 info-ca@freemanco.com www.freemanav-ca.com
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the region. With the largest state-of-the-art audio visual, presentation and simultaneous interpretation technology inventory and the most consistent track record in the biz; we look forward to partnering with you and providing you with the best solution for your next event. As part of the world’s largest brand experience organization, Freeman Audio Visual uses the power of technology to make meaningful connections with a multitude of audiences through the production of meetings, conventions, special events and trade shows. Freeman invests heavily in maintaining and growing its stable of state-of-
the-art technology around the world. Freeman Audio Visual provides a full range of services to support the way audiences engage with content as the landscape continues to change. Freeman Audio Visual has a deep, rich history of success and has received numerous awards recognizing its outstanding performance in technical, staging, corporate social responsibility, sustainability, customer service excellence and partnerships. Together with its customers and partners, Freeman Audio Visual will continue to serve clients throughout North America and the rest of the world through its growing global network. For more information, visit www.freemanav-ca.com.
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CENTRE MONT-ROYAL WE ARE CENTRE MONT-ROYAL, a conference and special events centre in the very heart of Montreal’s downtown neighbourhood known as the Golden Square Mile. Opened in 2000, Centre MontRoyal has recently gone through a complete make-over and it feels so good. Some things have not changed. CMR is still a fully ergonomic environment with the highest air quality which keeps guests refreshed through long meetings and presentations. Our 8 hour chairs provide complete comfort while our tables are laminate surfaced and non reflective. We are an IACC accredited facility which means we follow an exacting standard in conferences. WE ARE DIVERSE Centre Mont-Royal offers you 17 meeting spaces and can accommodate from 10 to 900 guests including a state-of-the art 730 fixed seats and tiered theatre for guest speakers, performances, a plenary, award ceremonies and just about anything where a stage is needed. The acoustic quality of our theatre is outstanding and every seat is a great seat with no columns to block views. Every audio visual need can be provided. Other meeting areas include break out rooms, 3 large meeting rooms that can be divided and multi functional spaces with panoramic windows. We can accommodate your specific meeting needs.
house catering team led by Executive chef, Yves Malenfant. Chef Yves and his brigade are committed to thrill guests with gastronomic menus suitable to your budget. The entire catering team is efficient and on time as only those in the meeting industry can appreciate. As important as the meetings are, at CMR we understand that it’s the food people will remember first. From breakfast to breaks to gala dinners, our catering brigade will delight your guests. WE WORSHIP THE SUN AND THE PLANET Centre-Mont-Royal has abundant natural light from floor to ceiling windows and when the season permits, guests can enjoy our outdoor terrace. Centre Mont-Royal has the utmost respect for the environment and is committed to sustainability, awareness and environmental health. WE BELIEVE IN SERVICE Our professional team ensures an impeccable standard of service at every level. Dedicated event coordinators will guide you through the event process.
WE ARE FOODIES Centre Mont-Royal prides itself on the excellence of our in-
Contact information: Visit us at www.centremontroyal.com 2200 Mansfield, Montreal, QC H3A 3R8 514-844-2000 1-866-866-2200 Corporate Meetings & Events Fall 2016 | 41
GATINEAU AND THE OUTAOUAIS REGION An extraordinary playground
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. 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. 42 | www.corporatemeetingsnetwork.ca
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.
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.
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
Contact information: Annie Leveillee Phone: 819-778-2530 Ext. 236 aleveillee@tourisme-outaouais.ca www.outaouaismeeting.com
DOUBLETREE BY HILTON HOTEL GATINEAU-OTTAWA Stay at the DoubleTree by Hilton Hotel GatineauOttawa and enjoy beautiful renovated rooms, enchanting natural surroundings, the highest quality business and leisure amenities and a warm welcome from our dedicated staff. You’ll even be greeted with a signature DoubleTree chocolate chip cookie when you check in! The DoubleTree by Hilton Gatineau-Ottawa looks onto an impeccable 18-hole golf course voted as the #1 Downtown Golf Resort by Golf Canada. Surrounded by nature, yet less than ten minutes from Parliament Hill and the ByWard
Market, this stunning hotel in Gatineau blends the charm of the area with contemporary style and comfort. Also at a 10 minute drive away is the Gatineau Park where you can enjoy activities like snow biking, hiking, in-line skating, snowshoeing and many more! All of our 125 spacious and elegant guest rooms and suites are equipped with modern amenities including a 42-inch flat screen TV, a coffee maker, complimentary WiFi, and every bed includes the Sweet Dreams by DoubleTree sleep experience.
Our fully renovated indoor salt water pool, sauna and whirlpool will add to you relaxing stay with us. Our hotel is also equipped with over 2000 sq. ft. of the latest cardio equipment strength training and free weights. Feel like adding more to your relaxing stay? Book an appointment at our renowned Studio 157 Spa. The dedicated and professional team has a personalized approach and stands out by the quality of their techniques with over 10 areas of care including massage therapy, aesthetics and hairdressing. The hotel’s Conference Center features 21,000 sq. ft. of naturally lit meeting spaces that can accommodate up to 800 people. It is ideal for any business, social event or wedding reception.
Contact information:
Phone: 819-778-0000 Toll-free: 1-800-807-1088 reservations@doubletreegatineau.com
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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 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.
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• 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 • 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 Toll Free: 1-800-567-1962 www.crowneplaza.com/gatineauottawa
1:21 PM| 43 Corporate Meetings & 2016-11-02 Events Fall 2016
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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Event Goals — What matters most to your delegates and stakeholders? Often, what seems like a perfect destination for offsite activities may not be a great fit for the facilities needed for the actual meeting or conference. Having a clear vision for your client’s organizational goals and how the destination can meet those goals is essential. Atmosphere and Interest — Many Canadian destinations are very tourism-friendly and provide delegates with a considerable number of options for entertainment, sightseeing and overall atmosphere. From quaint spas and resorts in the east to plenty of winter sports action in the west, planners have lots to choose from. 44 | www.corporatemeetingsnetwork.ca
Dining and Entertainment — Do your delegates prefer seafood in St. John’s, smoked meat in Montreal or sushi in Vancouver? It’s no secret that Canadian destinations offer an impressive variety of culinary delights. From ethnically i n spi r e d i nt e r n at ion a l c u i si ne to the freshest local produce, meat and seafood, your attendees are sure to enjoy the spectacular cuisine available throughout the country. And when it comes to music, theatre and sports, Canada has it all. Catch major league baseball in Toronto, live jazz on the Halifax waterfront or cultural festivities in Edmonton — the choices are endless.
Infrastructure and Amenities — Hotel, transportation and meeting facilities are all key factors in a successful conference or meeting. Whether it is a large hotel a nd convent ion cent re i n a m ajor Canadian city or smaller resorts and lodges in remote locales, you’ll find the ideal venue and services for your event from coast to coast. With each Ca n adia n a nd international destination featuring it s ow n u n ique f lavou r, st yle a nd c h a r a c t e r, de c id i n g o n you r n e x t meeting destination may be one of yo u r m o s t c h a l l e n g i n g t a sk s b ut it c o u ld a l s o b e o n e o f t h e m o s t rewarding!
SHERATON CENTRE, TORONTO Canada’s flagship Sheraton invites you to experience the allure of our newly 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
Contact information:
Phone: 416-814-1299 torontomarketsales@starwoodhotels.com sheratontoronto.com
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.
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stunning art striking architecture spectacular events
An Event to Remember at the Art Gallery of Ontario Inspirational art. World-class cuisine. Exceptional event services. The city’s most stunning spaces. Host your event at the AGO and enjoy a one of-a-kind event. Whether it’s a corporate or social gathering - the AGO’s event 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 CM&E_specEvents_ad_2016_FA.indd 1
16-11-11 11:07 AM Corporate Meetings & Events Fall 2016 | 45
CN TOWER ELEVATE YOUR EVENTS Defining the Toronto skyline at 553.33m (1,815ft. 5in.) since 1976, in 2016 Canada’s National Tower celebrates a remarkable legacy spanning four decades as iconic landmark, and one of Canada’s most renowned and visited attractions. And, it’s the perfect setting for an array of special events, providing the perfect combination of dining experience and views of Toronto. 360 THE RESTAURANT AT THE CN TOWER Join us for lunch or dinner in 360, the Tower’s award-winning restaurant situated 351m (1,150 ft) above Toronto. 360 continues to hold its place as one of the city’s finest restaurants; always known for an inventive locally sourced menu, Food and Beverage Director Peter George and his team, led by Chef de Cuisine John Morris, continue to up the ante on Canadian content, sourcing local Canadian ingredients and wine, paired with an outstanding revolving view of Toronto. FOR THE GLITTER SEASON When it comes to holiday events, the Tower tops the list of unique, unexpected and unforgettable locations providing a variety of event options to mark the season. 46 | www.corporatemeetingsnetwork.ca
360 Restaurant offers a sumptuous sit-down dinner or lunch with seasonal themed menu options and pricing. An annual favourite is the restaurant’s holiday lunch menu, offered throughout the month of December. Holiday event celebrations at CN Tower can also include private receptions, as well as dinner parties in Horizons Restaurant, located on the Tower’s LookOut observation level. Horizons can accommodate 50 or up to 150 seated (250 for cocktails), is easily divided for privacy, and a built in stage and sound system supports a variety of options for speeches, entertainment and dancing. The views are equally spectacular at this level, 346m (1,136 ft) above the city. The ultimate dinner party for groups from 50-250 features dinner at 360 with predinner cocktails and post-dinner dancing in Horizons. MEETINGS AND TEAM BUILDING With 1,100 sq. ft. of flexible meeting space at the base of the CN Tower adjacent to the Tower’s 140 seat cinema, consider holding your next meeting, breakout session, or working lunch here. In addition you can take your team 356m (1,168 ft) high above the city and experience EdgeWalk, for the ultimate team building experience.
Contact information: 416-601-4718 sales@cntower.ca cntower.ca
ABOVE
AND
BEYOND Toronto’s top attraction is also a unique, state-of-the-art event destination for receptions, holiday parties, meetings, team building and more. We pair spectacular views with award-winning cuisine, customizable menus and exceptional service. Let our team take your event above and beyond.
416-601-4718 sales@cntower.ca
TORONTO - INTERNATIONAL A IRPORT
TORO
HOLIDAY INN TORONTO INTERNATIONAL AIRPORT Newly renovated hotel near the International Centre
The Holiday Inn® Toronto International Airport (YYZ) & Conference Centre welcomes you to our airport hotel conveniently located minutes from Toronto’s Pearson International Airport with easy access to highway 401, 427 and 407. Enjoy close proximity to 2 of Toronto’s leading Convention facilities Toronto Congress Centre and Toronto International Centre. We are proud to announce the completion of a $15 million renovation. The transformation includes a makeover of the properties 451 restyled guest rooms and suites to complement the inviting lobby, public areas and over 20,000 sq. ft. of 48 | www.corporatemeetingsnetwork.ca
flexible conference space. Our redesigned restaurant, Bistro YYZ will tempt your pallet for breakfast, lunch or dinner with an extensive collection of wines and micro brews for your enjoyment. This is the ideal place to relax with friends or meet clients while you sample our trendy libations. What would an airport Hotel be without a coffee shop for the early morning departures, Seattle’s Best is now serving at 4:30am. Coming soon Vacarro, a full service salon & spa as well as the famous Ruth’s Chris Steak house. With the completion of this transformation, we are excited to usher in a new era of modernization to the Holiday Inn Toronto International Airport.
Contact information: Phone: 416-674-4343 reservations@yyzia.com www.holidayinn.com/yyz-intlapt
ONTO
TORONTO - YORKDALE
HOLIDAY INN TORONTO YORKDALE
Explore the fresh new look of the centrally located Holiday Inn Toronto Yorkdale. With the ability to customize meeting packages for up to 400 attendees, their location is unbeatable with Toronto’s best shopping just across the street. In October, Yorkdale
Contact information: Phone: 416-785-6856 reservations@hiyorkdale.com www.hiyorkdale.com/meet
Shopping Centre unveiled their newest expansion including one of Canada’s newest Nordstrom stores amongst 270 other stores, restaurants and services all just steps away. Downtown Toronto is just a subway ride away with easy access located inside Yorkdale. Experience all that Toronto has to offer, while still being in a convenient affordable location for both your local attendees commuting and visitors arriving at the airport just 15 minutes away. Exceeding expectations truly is what makes Holiday Inn Toronto Yorkdale a favourite in Toronto. With a focus on
delighting guests, they make hospitality feel personal, ensuring your attendees feel comfortable throughout their stay. The bright Atrium is filled with natural light to host lunches outside of your general session. Your attendees will return raving about the extensive buffet feeling rejuvenated, and energized, so they can retain the important information you are there to share. If you are planning a conference or meeting in Toronto be sure to include this gem on your list of prospective hosts to experience the Holiday Inn Toronto Yorkdale difference. Corporate Meetings & Events Fall 2016 | 49
WINDSOR ESSEX There are Plenty of Reasons to choose this place
Just a quick 45 minute flight from downtown Toronto, Windsor Essex is ready for your business. Nestled among the Great Lakes in the southermost part of Ontario our region boasts some of the best weather in the country, fascinating landmarks, and hospitality partners that are ready to open their doors for you. FABULOUS VENUES Caesars Windsor Resort & Convention Centre is both a professional and exciting venue for you and your guests with 100,000 sq ft of space and over 750 rooms to hold large meetings and events with breathtaking views of Detroit overlooking the international waterfront. Convenience for your guests is a must - and additional options like Holiday Inn & Suites Ambassador Bridge with meeting space onsite, or the St. Clair Centre for the Arts and the Best Western PLUS Waterfront Hotel boasting over 30,000 sq ft of meeting space and 300 beautifully renovated rooms are ready to serve you. Contact information:
Jason Toner Manager of Group Programs Tourism Windsor Essex Pelee Island 519-253-3616 ext. 4329 jtoner@tourismwindsoressex.com 50 | www.corporatemeetingsnetwork.ca
A PASSION FOR OUR GUESTS No stranger to hosting large-scale national and international conventions and events, we offer both state-of-theart meeting facilities and the expertise to make any event a success. We stand ready to ensure that when you choose us, your conference expectations for a host city are not only met but surpassed. A COMFORTABLE STAY From sophisticated five-star luxury to budget-friendly comfort, we offer every type of accommodation for every type of traveller. With over 4,000 rooms in the marketplace you can choose the option that fits your group perfectly! INSPIRING OFFSITE VENUES When you’re looking for offsite options, Windsor Essex is second to none. From sipping award-winning reds and whites from some of our 20 local wineries, or exploring our distillery scene inside the home of Canadian
Club whisky at the Canadian Club Brand Centre, we have memorable and picturesque locations to keep your guests inspired. EASY COME EASY GO Whether you arrive by plane, train or car we are easy to get to! The Windsor International Airport (YQG) features Air Canada Jazz, Porter Airlines and WestJet (seasonally) for easy flights to and from Toronto in 45 minutes, and our VIA Rail station is just minutes away from your downtown convention spaces. A TASTE OF WINDSOR ESSEX Your group will experience a true taste of place at one of the many hot spots that serve fresh ingredients that were grown no more than 50 km away. From the authentic Italian flavours of our Erie Street restaurants to the acclaimed dining scene in Kingsville, your group will find exactly what they are craving. Windsor Essex is a great place to combine your professional needs and personal expectations. There are many attractions and accommodations for both event planners and attendees to create an enjoyable and professional experience. With plenty of reasons to visit, what will yours be?
BRAND HERITAGE CENTRE • An hour and a half guided tour takes a visitor to the CCBC back in history to the height of the Hiram Walker family’s success, and his personal friendships with the biggest names in history – Henry Ford and Thomas Edison). Guests are brought into the basement Speak Easy room, where meetings were held with Al Capone and The Purple Gang, and are told the story of how Canadian Club whisky quenched the thirst of many U.S. citizens for 13 long years during Prohibition, from 1920-1933.
• On the second floor, guests are invited into our Canadian Art Gallery, featuring pieces from The Group of Seven Artists, and finish their tour with a whisky sampling in our CC Bistro. • We are located 2 miles from Casino Windsor and 5 minutes from the Detroit-Windsor Tunnel. Ample free parking is directly across the street.
Contact information:
Facebook (Canadian Club Brand Heritage Center) 519-973-9503 canadianclub.com
• Please note the building is not wheelchair accessible and the tour encompasses 2 floors of the building.
CanadianClub_CME_Fall_2016.indd 1
2016-11-15 10:01 AM
ART GALLERY OF WINDSOR Steve Pomerleau Photography
The Art Gallery of Windsor (AGW) provides a range of unique alternatives to traditional rental spaces for your special occasion. Housed in a modern state-of-the-art facility, the AGW is home to more than 4,000 works of Canadian art. Our rental spaces offer spectacular views of the waterfront and the Detroit skyline from our location in the heart of downtown Windsor.
Ambassador Bridge, with hotels and parking nearby, the AGW is the perfect destination for you and your guests. Join us for a private tour to discover the difference the Art Gallery of Windsor can make in your event.
Our reputation has grown as one of the area’s most fashionable locations to host your event. Minutes from the Detroit-Windsor Tunnel and
ArtGalleryWindsor_CME_Fall_2016.indd 1
Contact information:
Phone: 519-977-0013 E-mail: tcockburn@agw.ca
2016-11-23 4:27 PM
THE RUM RUNNERS TOUR The Rum Runners Tour is a 5 hour, live action bus tour with costumed actors telling the story of prohibition and bootlegging in the WindsorDetroit area during that infamous period known as the Roaring Twenties. You’ll journey back in time as they tell of Windsor’s connection to Chicago gangsters like Al Capone and Detroit’s Purple Gang. Learn the ingenious methods used to smuggle liquor across the Detroit River and see the secret coves where the Rum Runners hid out. Taste Canada’s most famous whisky at the historic “Canadian Club Brand Centre”. Visit the church made famous by the gun toting Methodist minister know as
RumRunners_CME_Fall_2016.indd 1
“The Fighting Parson”. View mansions built with rum running profits. Have lunch at a reenacted Speakeasy with live music, singing and comedy routines. Rated #1 by TripAdvisor this educational tour is filled with laughter, music, good food and some whisky.
Contact information:
Mark Baker 519-990-5379 info@rumrunnerstour.com www.rumrunnerstour.com
2016-10-27 1:15 PM Corporate Meetings & Events Fall 2016 | 51
A V E R S AT I L E V E N U E F O R YO U R S P E C TAC U L A R B U S I N E S S E V E N T Impress your attendees with our flawless service, 100,000 square feet of customized space and award-winning amenities just steps away. Now booking for 2017, the new exclusive venue, Augustus 27, the region’s premier destination for wedding and social events. Call 1-877-223-7702 to book your event at the largest casino and gaming resort in Canada. TRIPADVISOR® CERTIFICATE OF EXCELLENCE 2016, 6 CONSECUTIVE YEARS
CaesarsWindsor.com PlaySmart 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 attend Caesars Windsor or related outlets, participate in promotions 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.
A THING CAESARS KNOWS OR TWO ABOUT
WINDSOR GREAT EVENTS!
Fall and Winter does not have to put the freeze on event planning. No matter the season, the Hotel and Convention Centre at Caesars Windsor offers the amenities, entertainment, and services to take your plans to the next level.
It begins with providing an ideal setting. Overlooking an international waterfront, with meandering riverfront trails and a cosmopolitan skyline, Caesars Windsor is an awardwinning property in the centre of a distinctive, diverse city. It is also convenient for guests to get to with a short 15-minute drive from the Windsor Airport, 30 minutes from the Detroit Metropolitan Airport in Michigan, five minutes from the VIA Rail Station, and a 45 minute flight from the Greater Toronto Area. Caesars Windsor also makes it easy to network. After dark, guests can enjoy a spectacular nightlife filled with headline entertainment at The Colosseum, live music at Cosmos Lounge, fine dining at award-winning Neros Steakhouse, and the Vegas-style premium nightclub ARIIUS. With the best in gaming and entertainment at your doorstep, your group’s experience at Caesars Windsor will surpass all expectations.
Stepping through its doors, Caesars Windsor’s meeting, exhibition and banquet space cover 100,000-square-feet on two levels, with functionality and flexibility in mind. What’s more, its function rooms accommodate up to 2,000 people, making them ideal for meetings both large and small, including presentations, seminars, breakout rooms, dinners, galas and trade shows. Caesars Windsor Convention Centre is fully equipped with state-of-the art presentation technology and an experienced, technical on-site team. In addition, they offer complimentary high-speed wireless internet throughout, complimentary self and valet parking; an expert catering and culinary team with award-winning chefs, and a dedicated Convention Services Manager who will help make your event an unforgettable and rewarding occasion. And with complete meeting packages available with waived resort fees, packages can be customized to suit your needs.
And this fall, prepare for an exclusive experience at Caesars Windsor’s new Augustus 27. Offering industrial chic infused with luxury, Augustus 27 is the region’s premier destination for weddings, social and corporate events. Located on the highest point in Windsor, and furnished with 9,100 square feet and a 930 square foot balcony, Augustus 27 creates an atmosphere that will ignite your guests’ senses with breathtaking, panoramic views overlooking the Detroit skyline and waterfront.
WINTER MEETING INCENTIVE
Need more reasons to bring your event to Caesars Windsor this winter? Book between now and March 31, 2019 and choose three of these great incentives: INCENTIVE
50+ Peak Guestrooms
150+ Peak Guestrooms
250+ Peak Guestrooms
MEETING SPACE
35% Off
75% Off
Complimentary
AUDIO VISUAL
10% Off
25% Off
25% Off
FOOD AND BEVERAGE
n/a
1 Sponsored Coffee Break*
1 Sponsored Welcome Reception**
COMPLIMENTARY ROOMS
1:50
1:40
1:35
SAVE WITH TWO YEAR COMMITMENT
n/a
Save 5% on rate each year
Save 5% on rate each year
Submit your RFP to Sales@CaesarsWindsor.com or call Group Sales at 1-877-223-7702 PlaySmart 1-888-230-3505 Ontario Problem Gambling HelpLine. All ages welcome in our Augustus Tower and convention complex. Must be 19 and older, for new bookings only arriving in January – March 2017, 2018 and 2019. Benefits are based on peak room nights 50-149 peak, 150-249 peak, 250+ peak. Maximum value for Meeting Space based upon negotiated final agreement, and Meeting Space excludes Colosseum and Forum Ballrooms. This package offer is based on the required meeting specifications being available at time of request. Audio Visual discount applicable to in-house AV only and applies when group picks ups at least 80% of the contracting room block. Maximum value for audio visual discount 50+ = $300; 150+ = $600; 250+ = $1200. All prices shown are in CAD. Subject to 13% HST. Those who have been trespassed from Caesars Windsor and/or self-excluded from any OLG or Caesars property are not eligible to attend Caesars Windsor or related outlets, participate in promotions or redeem offers. The Caesars brand and related trademarks are owned by Caesars License Company, LLC and its affiliated companies. Used with permission. *Coffee Break - up to a value of $500.00. ($5.00 per person) **Welcome Reception - up to a value of $3500.00 for food only – ($20 per person)
Under
Best Western PLUS Waterfront Hotel Rising twenty-two storeys above the Detroit River, with stunning water and skyline views from each of 305 contemporary guestrooms. Anchor hotel & inter-connected on two levels to St. Clair Centre for the Arts’ convention centre. Sophisticated public areas with Windsor’s fastest Wi-Fi and complimentary Hot Breakfast Buffet. Scenic fitness centre, large salt-water pool overlooking miles of riverfront trails and easy walking distance to Windsor’s best loved restaurants, attractions and night life.
277 Riverside Drive West, Windsor ON N9A 5K4 Reservations: 1-(877)-973-STAY (7829)
www.windsor-hotel.ca
One Roof
ST. CLAIR COLLEGE CENTRE FOR THE ARTS St. Clair College Centre for the Arts provides a spacious, full service meeting and convention centre, topping over 30,0000 sq. ft. Easily accommodating events of over1000 people, St. Clair College Centre for the Arts boasts spectacular views of the Windsor/ Detroit waterfront, right in the heart of downtown Windsor, with an experienced, full service convention service team focused to deliver exceptional results!
201 Riverside Drive West, Windsor ON N9A 5K4 P: 519.252.8311
www.stclaircentre.ca
WINNIPEG HAS FAST BECOME CANADA’S PREMIER LOCATION FOR MEETINGS AND CONVENTIONS Having already been designated by National Geographic Traveler as one of the 20 best trips in the world for 2016 for its attractions and vibe, Winnipeg has become Canada’s ideal conference location It’s been a banner year for Winnipeg as a host city – be it for meetings, conventions, or massive sports events. When three back-to-back citywide conferences hit Winnipeg this past spring, the city’s hospitality industry rolled out the red carpet to deliver a world-class meeting and convention experience for over 5000 delegates. These high-profile conventions included Centrallia 2016, which featured more than 600 participants representing 420 companies from around the world, and the Liberal Party of Canada 2016 Biennial Convention, with 2,600 delegates. It was the first time two conferences of this magnitude where held concurrently in the RBC Convention Centre Winnipeg. This was immediately followed by the Federation of Municipalities Annual Conference and Trade Show, with over 2,200 delegates. A large part of the success stemmed from the RBC Convention Centre Winnipeg’s newest addition – a state-ofthe-art $180-million expansion that nearly doubled its size to 264,000 square feet. The gorgeous new City View Room with its floor-to-ceiling windows played host to grand receptions, while keynote speakers, including Prime Minister Justin Trudeau, presented in state-of-the-art ballrooms. Located in the heart of downtown, the RBC Convention Centre Winnipeg was the place to be. “The feedback about the expansion has been absolutely fabulous,” said David
Contact information: Grace Hicks, Business Development Manager grace@tourismwinnipeg.com Phone: 204-954-1981 Meetingswinnipeg.com Twitter: @meetingswinnipeg 56 | www.corporatemeetingsnetwork.ca
Chizda, director of sales and business development at RBC Convention Centre Winnipeg. And this is just one part of the story on how new Winnipeg venues have come to attract prestigious audiences. In the past year we’ve also hosted tens of thousands of sports fans during the 2015 FIFA Women’s World Cup, the 103rd Grey Cup, and the 2016 NHL Heritage Classic, all of which were held in front of sold-out crowds at our new stadium – Investors Group Field. The Canadian Museum for Human Rights (CMHR), itself a stunning venue for events, was just awarded at the 2016 Leading Culture Destination Awards – known as “The Oscars for Museums” – with top prize in the Soft Power category. It has now won over 30 international, national and regional awards. As a venue, the CMHR has held receptions for 1500 people in the Bonnie & John Buhler Hall, while other spaces in the museum, including the Garden of Contemplation, continue to leave guests in awe. At the Journey to Churchill at Assiniboine Park, the world’s most comprehensive Arctic species exhibit and winner of national and international
awards, countless delegates have been mesmerized by the water ballet that polar bears frequently perform in their Sea Ice Passage. Multi-course dinners have been served in this company of bears, while a cocktail party alongside these massive diving animals is one your delegates won’t soon forget. And this is just Winnipeg at a glance. We haven’t even brought up our unbelievable spas, acclaimed culinary scene, and celebrated entertainment industry. Throughout the city you’ll see how we do it differently, creating one-of-a-kind experiences for your delegates. Sign up for our blog and go to meetingswinnipeg. com to read more about our one-of-a-kind opportunities for your next meeting or convention.
WINNIPEG
is your window of opportunity
Set your sights on the centre of Canada where a new Winnipeg has come into focus With sweeping views from the newly-expanded RBC Convention Centre, a vision for a brighter future at the Canadian Museum for Human Rights, and panoramas of playful polar bears at the Journey to Churchill, we have eye-catching venues for any occasion. To book your next convention please call Tourism Winnipeg 1.855.PEG.CITY (734.2489) or visit meetingswinnipeg.com
WINNIPEG ONE OF THE 20 BEST TRIPS IN 2016
- National Geographic Traveler Magazine
RBC CONVENTION With billions being spent on new convention infrastructure and attractions, Winnipeg is experiencing unparalleled growth that is changing the landscape of the city and is establishing itself as a top meeting and convention destination across Canada and North America. In the middle of it all is the RBC Convention Centre which has just completed a $180 million expansion and is poised to transform Winnipeg’s event, meetings and convention trade. Conveniently situated in the centre of Winnipeg’s bustling downtown, the RBC Convention Centre is the premier event facility. Located just a short 15 minute drive from the airport, the Centre is within walking distance to more than
2500 hotel rooms in downtown Winnipeg and some of the city’s best restaurants and attractions. “Our expansion and revitalization has changed the skyline of downtown Winnipeg,” said David Chizda, director of sales and business development. “We’ve almost doubled in size, encompass more than two city blocks and have increased our rentable space to 264,000 square feet of unique and distinct meetings rooms
INTERESTING FACTS: • The $180 million expansion broke ground July 2013 and was completed by the scheduled date of March 2016 – on time and on budget! An early temporary occupancy permit was even granted in order to host the Grey Cup Festival Gala Dinner November 2015 in the beautiful City View Room. • Contractor Stuart Olson Construction Ltd. worked with the design team from LM Architectural Group and Number TEN Architectural Group. These two architectural firms have a history with the Convention Centre as they worked together on the original build in 1975. • The new building was built to meet Leadership in Energy and Environmental Design (LEED) Silver Standards to ensure longevity, energy efficiency and environmental sustainability. • Now with 264,000 sq. ft. of meeting and trade show space, offering guests complimentary superior Wi-Fi speed and service was imperative. The convention centre partnered with TELUS which has been actively expanding its public Wi-Fi network and strategically selecting locations with high foot traffic and/or dwell times. Unlike other Wi-Fi networks, TELUS’ free and friendly Wi-Fi is open to everyone – not just TELUS customers. Non-TELUS customers can easily connect to #TELUS through a simple splash page and enjoy the same service.
that offers meeting planners unparalleled flexibility.” “With the completion of the expansion, we are now the fourth largest publicly owned convention centre in Canada,” added Chizda. “We are now attracting larger conventions and trade shows that
CENTRE
may not have considered Winnipeg as an option before.” The inspiration for the design of the expansion was to bring the outside in and offer more of an open concept with massive windows and natural light. There’s now a feeling of transparency and less of a mystery within the confines of the convention centre. The expanded facility (South Building) features 22,400 square feet of pre-function, lobby and registration space with floor-toceiling windows. The main floor pillarless York Ballroom is 24,000 square feet of premium space that can host large galas or be divided into four meeting or conference rooms with a spacious registration area. With high ceilings and a beautiful LED lighting system that extends outside to the street level plaza on York Avenue, this ballroom is a highlight of the south building. The most visible addition to the RBC Convention Centre is the expansive third floor exhibition hall with its unique windows that span across York Avenue. Now two city blocks, the 131,000 square feet of contiguous space hosts a myriad
of events including consumer shows, trade shows and large conventions. In the centre of the third floor is the incredible City View Room that stitches the north and south buildings together. With its unique architectural ceiling, dramatic lighting and floor-to-ceiling windows, this beautiful 43,000 square foot space can accommodate 3150 people for a sit-down dinner or 228 tradeshow booths. The Convention Centre’s existing facility (North Building) has a main floor of over 21,000 square feet of flexible meeting space plus a number of specialty rooms. The second floor offers over 26,000 square feet of meeting space with a unique
300 seat presentation theatre that includes a movie theatre screen, privacy desks, tiered comfort seating and a control room. When you add all these new changes with additional underground parking, TELUS’ free and friendly Wi-Fi, a new climate-controlled loading dock, new kitchen facilities, and renovations to the existing building, the RBC Convention Centre is creating new meeting and convention opportunities and is reinforcing Winnipeg’s reputation as being a worldclass site to host world-class events.
Contact information: RBC Convention Centre Winnipeg 375 York Avenue Winnipeg, MB R3C 3J3 Toll Free: 800-565-7776 Phone: 204-956-1720 Email: info@wcc.mb.ca www.wcc.mb.ca Corporate Meetings & Events Fall 2016 | 59
OFF-SITEMEETINGS
DESTINATION DECISIONS It’s all in the details
By Shannon Byck and David Drover There are various reasons for a company to decide to plan a meeting or incentive in a new destination: team building, incentive award, or training are just a few. When looking outside of your typical in-house or local meeting venue, a new destination provides your attendees with a unique environment that can build upon your companies’ goals for that meeting. There may be concerns about the additional costs (transportation, hotel costs, etc.) of using a location abroad, but many believe that taking the time to get away and meeting in a new place helps strengthen relationships, either within your organization or with your clients. A focused more relaxed setting is worth the investment if executed with your meeting/incentive program’s goals taken into consideration. There are many factors that should be taken into consideration. Here are just a few to consider, whether planning on your own or using an intermediary partner:
LOCATION, LOCATION, LOCATION
Finding the location that is the right fit for the meeting is a priority. Ensuring that the location fits the goals of the program is key. Location can be a reflection of the company’s culture, and also will either enhance or detract from the goals of the program. The preference of many is for a location that is easy to access (Canadians love direct flights), but it also needs to meet the established budget parameters. It is essential to research locations well in advance as meeting space demand is on the rise. As well, it is important to make a list of your must have’s to find a location that meets your needs and keep in mind that some remote destinations do not always come with 60 | www.corporatemeetingsnetwork.ca
the luxuries of home. Ensure your research includes your local tourism bureaus, as they can be a valuable resource.
WE ARE WHAT WE EAT
These days’ attendees have high expectations when it comes to the food they eat. With the increasing trends of farm-to-table and expanding dietary restrictions, planners need to take advantage of seasonal local offerings. This is also another chance to showcase the culture of the destination and offer foods that are fresh and themed around the local cuisine. The attendees will appreciate experiencing something unique.
IT IS ALL IN THE TIMING
Deciding on the time of year not only impacts the budget, but also your attendee satisfaction. Planning during tourist season mean venues are busier and more expensive. If you look during shoulder season, rates would be less expensive and the opportunity for good weather is still possible. If you are looking to save money, then planning during off-season would offer more savings to your budget. The rates are lower and venues are not as busy, but you take your chance with less ideal weather.
IMMERSE YOURSELF IN THE DESTINATION
Team building, wellness and corporate social
responsibility are still very important trends for organizations. Planners should be mindful of the destination and find unique activities to increase camaraderie amongst the attendees, as well as build in downtime for exercise and exploring. This is also a chance for organizations to encompass corporate social responsibility into their program. Research volunteer opportunities as an off-site activity before, during or after your event. Your few hours of volunteering will mean the world to the organization that you chose to assist!
LOOKING ABROAD
Planning a meeting is a difficult and timely task in any capacity, so when you add in a new and potentially far-away destination, things can get more complex. Due to the added associated costs, extra travel time, and higher expectations from your attendees, is it essential to take the time to carefully plan ahead in order to make your event a success! Consider hiring an expert to assist you with your program. Do not hesitate to use industry partners as a reference to find a company that would be the best for you. Shannon Byck and David Drover are the Managing Partners of Intuitive Conferences + Events. Intuitive Conference + Events (IntuitiveCE) is a full service meeting, conference and incentive travel planning company whose focus is bringing innovation and creativity to their clients’ event management needs all while exceeding their expectations. They can be reached at www.intuitivece.com. Follow them on twitter @IntuitiveCE.
Creating the Ultimate Chocolate Experience Team Building Workshops • Chocolate Wine/Scotch Pairing • Chocolate Events • Custom Chocolates We take pride in bringing teams together with our hands-on chocolate experiences and workshops. Discover the exciting wolrd of chocolate with award winning chocolatier, Chef Sandra Abballe – Winner of Canada’s Best Chocolate Bonbon at The World Chocolate Masters Canada. Our hand painted chocolates/confections are the perfect additon to any event and will awaken your senses with bold and natural flavours.
Custom Chocolates
We had no idea we hit the jackpot by choosing Succulent Chocolates & Sweets. It was such a fun experience learning how great chocolate is made and then tasting and comparing chocolate from around the world. - Desjardins Financial
Chocolate Team Building Workshops
I would highly recommend Sandra and Succulent Chocolates for any corporate event. She was a pleasure to work with and is a master at her craft! - Transamerica Life Canada
Event Favors
I would recommend the chocolate and wine pairing experience to anyone who is looking for a full service event that is informative, elegant and delicious - GE Healthcare Chocolate Tasting Stations
416.882.1535 | info@succulentchocolates.com | www.succulentchocolates.com
@succulentchoco
FOODANDBEVERAGE
SWEET SUCCESS
Creating happier employees can start with their tastebuds By Sandra Abballe
Many companies have been putting a strong focus on the well-being of their employees. Understanding that creating a fun environment in the workplace can lead to employees who are happier and more satisfied in their role. It can also lead to greater workplace morale and decrease in staff turnover and absenteeism. However can happier employees lead to a better bottom line?
62 | www.corporatemeetingsnetwork.ca
FOODANDBEVERAGE
release of serotonin and endorphins – the feel-good chemicals – in the brain.” For those working in the corporate setting, we all know we could use a little of that!
IMAGINE THE FOLLOWING SCENARIO:
Research presented by the University of Warwick in Britain in April 2014 confirms that employees who are happier are indeed 12 per cent more productive. One question still remains, what makes people happy? This 2014 study offered test subjects snacks and the opportunity to watch comedy clips prior to working. It was also analyzed that eventually the effects of these methods would wear off. Another factor for happiness that is quick to come to mind is money, yet there are plenty of people who are very well paid but still unhappy at work.
EMOTIONAL CONNECTION
Happiness in the workforce must be developed at a deeper emotional level, created by a playful work environment and by experiences that bring people together to feel as a one team. James Beard, chef and cookbook author, once wrote: “Food is our common ground, a universal experience”. Food sustains life, yet it is so much more than something we need to nourish our bodies. Food brings people together; through shared experiences, barriers are broken, memories develop and relationships thrive. For the past 4,000 years, one such food that has been connecting people around the world is chocolate. People across all cultures have turned to this mysterious food for ritual, medicine and sheer pleasure. What better food to bring people together than chocolate? Known today in many nutritional circles as a so-called “superfood,” chocolate is rich in antioxidants, flavanols, and minerals such as magnesium. But did you know that chocolate actually makes people happy?
It’s lunch hour. . . both you and your team have already been hard at work since 7 am and are quickly starting to feel your energy fade. In walks a woman, an awardwinning chocolatier, carrying with her a strange machine filled with 5 kilograms of liquid chocolate! She quickly takes over your boardroom with her portable kitchen. The smell of the chocolate is intoxicating and soon your team gathers for a muchneeded break. Your boardroom has now been transformed into a small chocolate factory. Plates filled with beautiful artisan chocolate bonbons are waiting for you to determine your favourite flavour. Raw cocoa beans and cocoa pods span the tables with chocolates from around the world. A truffle-making station at the back of the room is ready for you to make your own box of chocolates. She begins your journey through this mysterious fo o d w it h a shor t de mon st rat ion. Laughter and excitement shines though the chatter as your team begins to make their own chocolates. Working together in teams of two, your team is starting to communicate. Your team is happy to be away from their desks for this short 90 minute workshop but more importantly, they are connecting with each other while indulging this exciting culinary experience. Success at work doesn't always depend on the amount of time your team works; it depends upon the quality of your team’s work. And the quality of your team’s work is highly dependent on your team’s wellbeing. Taking time replenish with a playful
chocolate experience will help your team members re-connect on a personal level, trigger creativity while reducing stress and lead to overall happier employees. Succulent Chocolates’ mission is to create the ultimate chocolate experience using their award-winning, hand painted chocolates and confections. Chef Sandra Abballe, Owner and Lead Chocolatier, is an expert in combining high quality coverture chocolate with natural and bold flavours ensuring that one small bite will have a big impact. Succulent Chocolates works specifically with the corporate market to create chocolate teambuilding, death by chocolate events and chocolate pairing session. In the past three years they have created experiences for some of the largest brands in Canada including: Johnson & Johnson, GE Healthcare and Desjardin Financial. Visit www.succulentchocolates. com for more information or contact Chef Sandra directly at 416.882.1535 or Sandra@ succulentchocolates.com
IMPROVES MOOD
A study in the Journal Of Psychopharmacology found people who had a 42g dark chocolate drink a day felt more content than people who did not. Junee Sangani, a dietitian and spokesperson for the British Dietetic Association, explains why: “The improvement in mood that people can get from eating chocolate comes from the Corporate Meetings & Events Fall 2016 | 63
MEETING ANALYTICS The future of managing event data is here
By John Santaferraro As live events move from digital distraction to digital engagement, analytic potential explodes. We have reached a point where the data being generated by applications is now more valuable than the app itself. According to the Nucleus Research study in 2014, for $1.00 invested in analytics there is a $13.01 return on that investment. With this kind of prize at the end of the analytic journey, analytics will be the big live meeting winner in 2017. Strap yourself in, the race for the ultimate digital event is on.
are already figuring out how to use face-to-face meetings to better understand their customers, employees and members. The insight they gain will drive business efficiency, improvement and automation well in advance of their competition.
HERE IS WHAT IS HAPPENING:
Motivated by the pure value of analytics, the next step toward an analytic future for meeting executives and implementers is to realize the possibilities. Analytic technology has advanced to the point of making possibilities endless. All data can be captured and stored at affordable cost. Analytic algorithms are readily available in open source, streamlined or advanced tools. Even the elusive data scientist can be found or replaced with an analytic team in most regions. The availability of analytic resources enables the forward-thinking meeting planner to discover, predict, prescribe and learn beyond human limitations.
More data is being captured at live events than ever before — With personal devices in the hands of every participant at your event, you will generate more meeting data than ever before. Meeting and event apps have become the norm. Add into the mix the influx of networking apps that connect people with people, location apps that track location and traffic flow, lead retrieval apps and scheduling apps. What we are experiencing is a proliferation of data. Data captured at live events is more valuable than the event itself — Your event starts and ends, but the data lives on forever. Hidden in that data are the secrets to the elusive return on investment and measurement of meeting impact. More importantly, the data carries the truth about what can be done to improve ROI and meeting impact over time. Companies that analyze live event data will gain a competitive advantage — The smartest meeting organizers and executives
64 | www.corporatemeetingsnetwork.ca
IMAGINE THE FUTURE
DISCOVER
As data volumes grow, they eventually reach a point where it is no longer humanly possible to discover relationships and patterns in the data. Even in smaller data sets, human interaction with data limits the possibilities. With discovery
O P E R AT I O N S
analytics, you will uncover meaningful connections you didn’t know existed. For example, within every event or meeting population, there are segments with like needs and personas. As you discover those segments and increase their granularity, your knowledge transfer and conversion rates will increase exponentially. Along with ordinary demographic segmentation, you will be able to formulate new segments of your population based on how they engage with you in meetings. Armed with new insight, you might develop new programs and offers designed specifically for highly engaged participants.
PREDICT
Prediction uses historical data to help you foresee what is going to happen in the future. You’ve probably seen it used most commonly in revenue forecasting. The greater the detail and expanse of the data, the more accurate your prediction will be over time. Think of the seats at your event as perishable. The better you can predict the number of attendees who will join, the better you can plan the right amount of space. As you grow in your ability to predict attendance, you will avoid serious overcrowding or underutilization of space.
PRESCRIBE
Ultimately, analytics will guide you to prescriptions for the next best action or the next best offer. For example, you might want to know, as you plan future events or meetings, what is the best possible offering for a new conference, theme, or topic to attract more attendees. If you can identify your most valuable customers or members, you can find more of them. Prescription helps you understand what to do when you find them. It gives you the specifics of how to attract them and what to offer them when you have their attention. When they arrive at your event, you can offer them dynamic content, dynamic pricing and dynamic offers based on their profile or real-time actions taken in the event.
LEARN
Machine learning and artificial intelligence presents one of the most powerful opportunities for meeting and event executives. Today’s engines are capable of learning as they go and automating business processes based on that learning. Imagine being able to constantly learn from the questions being asked a presenter and notes being taken. You could easily prompt the presenter with two or three recommendations on how to better engage the audience when there is a dip in engagement. Or, in moments when the sentiment of the audience dips, the border of the presenter screen could move from a green glow to yellow or yellow to red. Ultimately, this kind of alert for presenters could turn a one-star rating into a five-start rating.
RECOMMENDATIONS FOR THE MEETING EXECUTIVE AND CONFERENCE PLANNER
All of this can be extremely overwhelming for the meeting executive or conference planner. So, what should event professionals do to prepare for the coming wave of analytics? To unlock the value of live meeting analytics, the following recommendations should help you navigate uncharted waters. Understand the basics — Your job should remain focused on delivering exceptional meetings, events and conferences. Don’t expect to become an expert on analytics, unless you just can’t help yourself. Focus on understanding what can be done with analytics, not how to build analytic algorithms. If you can master the capabilities of the different functions of analytics, you will be ready to design events with built-in continuous improvement. Plan to maximize your engagement with participants — The way you design engagement at an event will look very different once you realize that the end is in the data, not just in the engagement. Instead of just focusing on engagement with the presenter content, look at your live meeting as an opportunity to learn more about your audience. Work with your marketing and education teams to identify the top ten demographic or psychographic elements that enhance your customer or member relationships. This new data can increase the effectiveness of both learning and sales opportunities. Capture every click and comment from every participant at your event — We used to live in a world where collecting
and storing data was expensive. That is no longer the case. Once you have redesigned your events to capture valuable data, keep everything. Don’t throw anything away. Make sure that your vendor is providing you a full dataset. Devices used in meetings yield rich engagement data and an equally valuable set of clickstream data. It’s your event. It’s your data. Find vendors who prepare the data and present the results in a way that is easily understandable — Resist the
temptation to become a data analyst. Instead, find vendors who are investing in analytics. When a vendor analyzes data, and presents it to you in a way that makes sense, they become a partner in your success, not just a supplier of goods. Once you dip your toes in the water, you will want to jump in. One taste of live meeting analytics and you will think of 10 more ways you can potentially use the data. The first time you return from an event with data in hand, ready for a debrief with more than anecdotal stories, it will change the way you approach your next event. You will never be the same. Your events will never be the same. Live meeting data and analytics changes everything…for the better.
John Santaferraro is Chief Analytics Officer at Educational Measures. Send John your live meeting data experiences at jsantaferraro@ educationalmeasures.com. Corporate Meetings & Events Fall 2016 | 65
O P E R AT I O N S
MINIMIZING RISK
5 areas to watch for reducing risk in business event planning By Yma Sherry
The meetings and events environment has undergone a lot of change in the past few years. More and more companies are rolling out managed meetings programs to enhance transparency, gain efficiencies and save money. But, as with any bustling business division, there are inherent risks lurking in meetings and events departments. These are risks that companies cannot afford to overlook. American Express Meetings & Events took a look at meeting planners’ current awareness and behaviours around these risks then and now in a new research r e p o r t c a l le d, “M it ig at i n g R i sk i n Meetings: 2013 vs 2016.” Here’s the good news: Overall, our findings indicate improvement across all risk categories. Today, 89 per cent of planners and 80 per cent of meeting ow n e r s ag r e e t h at r i sk i s pr op e rly mitigated in their organization. Despite this positive uptick, there are still gaps where meeting planners can improve their efforts to mitigate risk and risky behaviours can be course-corrected. Here are the Top 5 risk categories that planners MUST have on their radar:
CRISIS MANAGEMENT
In l ight o f r e c e nt g lob a l t r ag e d ie s, bu si ne ss e s h ave a n eag le eye on employee safety — and that includes guests hosted at meetings and events. Ou r st udy fou nd t hat 86 per cent of meeting owners have (or plan to have) duty of care clauses in their meetings policies to protect meeting attendees in the face of unexpected interruptions or threats. The flip side of this is that almost 1/3 of planners and meeting owners still do not have standard operating procedures in place to manage a crisis. Even more concer n i ng, 11 per cent of pla n ners never track their attendees. If a crisis strikes, planners can respond faster and help more people if they know where their attendees are. All planners should have detailed plans and emergency 66 | www.corporatemeetingsnetwork.ca
procedures in place to help increase response time in an emergency.
EXPENSE DATA TRACKING AND REPORTING
In the past three years, stakeholders have come to expect meeting planners to track and report data on the events they host. Planners have stepped up — now almost 95 per cent of meet i ng pla n ners a re tracking and reporting on all meeting expenses. This is up almost 15 per cent from three years ago. While data drives powerful insights for planners, there is inherent risk in gathering it because sensitive information is often at stake. The research found that almost 50 per cent of meeting owners report that their organization doesn’t require planners to track savings and cost data, contrary to progress the industry has made as a whole. To improve this number, plan ners should investigate meetings management technologies that automate the data reporting process, making planners’ lives easier.
ETHICS
Alarmingly, our research found that unethical activities might actually be increasing within M&E departments from 2013. Fifteen and a half per cent of meeting owners suspect that unethical activities, such as potential misuse of fam iliarization t rips, are happen ing right under their noses. This is up from two per cent of meeting owners in 2013. While it’s disappointing that some pl a n ne r s show r i sk y b e h av iou r s, organizations can prevent this by offering
ethical education sessions and sharing tactics for how to respond when asked to execute unethical requests.
POLICY
One hundred per cent of planners in 2016 say they are likely to follow their organization’s meeting policy, compared to 88 per cent in 2013. The reason for this is two-fold: It’s reflective of the industry’s increasing focus on compliance, and results from meeting planners leaning on meetings management partners more than ever. Even though any good meeting owner knows that policy is the first step to an efficient program, 17 per cent of them say that there is no formal meeting policy in place at their company. Taking the step to develop policies seems like a big task, but meeting owners who do so will reap the rewards and see less risk, bigger cost savings and more successful meetings and events.
CONTRACTS
P l a n n e r s wo rk i n g w i t h m e e t i n g s suppliers without having a contract in place assume financial and legal risk for their organization. The good thing is that 86 per cent of planners today say their legal and procurement departments review hotel contracts, demonstrating that planners are taking the right steps to minimize risk when working with suppliers. Yma Sherry is Vice President North America, American Express Meetings & Events. For more information, email Yma at Yma.Sherry@aexp.com.
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