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The Planner is distributed to professional *MICE planners across Canada ** A Mari Usque Ad Mare

in

this

issue

4 Summer Venues

Marilyn Lazar gives us ideas when hunting for the next new thing in Toronto.

Publisher’s Note

6 Teambuilding

Jyl Ashton Cunningham explains how to find the best

Good Communications,

solution for great results when you plan your next team building event.

Good Teamwork –

8 Ten Phrases That Can Solve Any Work Problem

Excellent communications,

Problems at work? Barry Moltz gives us his “Ten Phrase” guide in dealing with all kinds of trouble.

Excellent Teamwork

10 The Secret To Great Events

What is the vision behind your upcoming event?

You would be surprised how many individuals in your group are working together on your next project but aren’t clear why. As a planner, you carry the responsibility for communicating the vision of your events and keeping it before your team at all times. That’s not necessarily easy, as communicating the vision requires that people be continuously shown your compass for clarity, creatively, and purpose. You have not only to be clear, but also to bring understanding of the vision, providing the necessary information and explaining what you need them to do. You must explain the purpose in order to bring direction and shape to this vision and your goal. Teamwork requires leadership;

Marc-André Routhier takes us step by step through the creation process when holding an event.

12 Renting A Tux For Your Special Event

Valuable advice you can share with your participants ensuring not only a smooth fit, but a smooth experience in getting there.

15 2013 Ottawa-Outaouais Venue Guide

A comprehensive guide to many of the venues in the Ottawa and Outaouais region to help you find the right spot to host your next meeting or event.

when you take charge of an event, people expect leadership from you. Remember to develop a sense of pride among members of your

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group for what you are striving to accomplish. Convince your group

THE

that they are the best, give them recognition, and remember that the greatest compliment you can give anyone is that they can be counted on. Great vision precedes great accomplishments; you just have to

A monthly digest to inform and enlighten *Meeting, Incentive, Conference (Convention), Exhibition (Event) planners

communicate it. Michel Geoffroy, CMM

P ublisher Michel Geoffroy, CMM mg@theplanner.ca E ditor Laura Bony lbony@theplanner.ca

Publisher

M arketing C oordinator

TEAM Building O

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A

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Team Building Ottawa is Ontario’s most creative, experienced and dependable team development and training firm.

613-845-0127 www.TeamBuildingOttawa.ca www.theplanner.ca

Amber Jackson ajackson@theplanner.ca

G raphic A rtist Matthew Riopel mriopel@theplanner.ca S ales info@theplanner.ca C irculation Patricia Lemus circulation@theplanner.ca C ontributors Marc Bartschat, Jyl Ashton Cunningham,

Emily Dias-Geoffroy, Audrey Esar, Karen Garscadden, Larysa Lacko, Marilyn Lazar, Nicolas Richard, Marc-André Routhier

A ddress

2075 University Street, Suite 1202 Montreal, Quebec H3A 2L1 Telephone: (514) 849-6841 poste 315 Fax: (514) 284-2282 Your comments are appreciated: info@theplanner.ca

The Planner is published ten times a year. Poste-publication No. 40934013

**Canadian Coat of Arms motto “From sea to sea”

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venues

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toronto

By Marilyn Lazar

SPRING ROUNDUP Seasoned Torontonians (pun intended) know that the shift from winter to summer takes place in the blink of an eye, or in about as long as it takes to open the umbrellas on a venue patio. This is when planners are inundated with not only corporate but social events such as weddings. And so in the weeks leading up to the celebration of all things outdoors and a schedule with no free nights - the event planning industry is abuzz with openings, new trends and showcasing of the best and brightest ideas. Here are some of the places I’ve visited of late and some thoughts you may find useful in your hunt for the next new thing in Toronto.

House of Moments is located in an up and coming neighbourhood near Leslieville. Flanked by funky furniture showrooms, it's not your typical restaurant or venue. The physical space is striking and inviting, and much of the art beautiful and worth viewing. The night I attended, staff didn't seem quite prepared to deal with what they billed as an industry night. I hope they iron out the kinks to bring the quality of service up to par with the design of the surroundings. Web: houseofmoments.com

The Art of Food is family-owned and operated. Though not a venue space per se, they turned their headquarters into a venue to inform planners about their vastly increased repertoire. Guests got to mingle and lounge in their office space enjoying food stations, passed trays and cocktails. For the main event, we got to sit in their authentic industrial kitchen which was dressed up by Event Decorator for the occasion. The chef remained professionally cool under our watchful, curious eyes, serving up a sophisticated menu. This team is obviously capable of a lot. They strive to please, offer a variety of packages and are worth watching out for on an ongoing basis. They work inside an impressive list of venues all over the city.

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Volos is elegantly set on a corner in the financial district. The cool, contemporary space contrasts with the warm Greek hospitality. It also projects their mission of a modern twist on traditional food. Polished service and excellent flavours round out the bill. The space is large enough to accommodate large groups and there’s a private dining room at the back. Both the environment and the service can be tailored to meet the specific needs of your client and the size of the function. The evening I attended, the private room was set with three individual tables of 12, leaving ample room to walk around and mingle. Being at the back made it easy to hear the guest speaker and lent an intimacy to the gathering. Web: www.volos.ca

Cinema is an open space with an easy entrance at ground level in Liberty Village. It boasts good flow and a variety of seating options. Depending on the event you bring to this dynamic environment, raised booths lend themselves to VIP bottle service or seating away from a dance floor. Attention to lighting is apparent throughout the space and the bar is eye-catching. There is the option of renting the entire space or a private room, with additional capacity outside. Web: www.cinemapresents.ca

Speaking of cool, Uber is another concept of the times. Their name cropped up at many of the aforementioned events, offering a free ride in one direction for first-time users. Uber is your ondemand private driver. Request a ride at any time from anywhere using their Smartphone apps or website. Ride in style and with convenience. Hassle-free payment. Forgot something on the back seat? You’ll know which car it’s in. Web: www.uber.com

Food Dudes have turned up inside many venues - as well as outside, in their catering truck. This company is as cool as the name implies. Not just a catering company, but a leader in food-driven entertainment, with many unique initiatives for you to consider. They’ll make your event - and you - stand out. Web: www.thefooddudes.com

Uniun is an impressive space located in the heart of King West. The structure successfully combines old and new in its architectural details, furnishings and technology capabilities. The state-ofthe-art LED lighting system and vast LED screens bring movement and texture to any musical experience. The entranceway through an alley lends a mystique that makes it very appropriate for nightclub type events. Multiple seating areas, bars and options for food. Web: uniun.com

Volume 11, No. 04


venues

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montreal

Amazing Terraces in Montreal The Sinclair Terrace Regularly praised by the media and known as one of the most beautiful places in Old Montreal, the Sinclair terrace, found in the inner courtyard of the Saint-Sulpice Hotel, is a real secret garden. Its serene and green atmosphere, as well as its full and refined menu, will allow you to indulge in some of the most extraordinary events. It’s possible to reserve the entire terrace, which has the capacity of up to 150 people for a cocktail party or 70 seated guests. Open from May to October, it can be heated when necessary and is equipped with retractable roofs so that nothing can spoil your event. Caroline Desnoyers – 514-972-5628 – 414 rues Sainte-Sulpice, Montréal (QC) H2Y 2V5 – www.lesaintsulpice.com Hilton Montreal Bonaventure From the rooftop of The Hilton Montreal Bonaventure, located across from Montreal’s Central Station, you can clink glasses on the terrace alongside the pool and savour some Mediterranean or Asian cuisine. The terrace at the award winning restaurant Le Castillon, as well as the one at Portage, offer a magnificent view of the gardens and have a volume capacity of 370 people for a cocktail party or 150 seated guests. The facilities and the location of the hotel are particularly favourable for organizing conferences, meetings or corporate events. Marguerite Boutin – 514 878-2901 – 900 rue de la Guichetière Ouest, Montréal (QC) H5A 1E4 – www.hiltonmontreal.com Béatrice Restaurant Montreal’s Béatrice Restaurant benefits from its expertise and the reputation of the Montreal Gourmet group, which exists worldwide. It is known for its high-end cuisine devoted to savoury Italian dishes. For about a year, Beatrice has been offering a chic terrace which hosts up to 225 seated guests. In addition to its second floor lounge which can be made private, Beatrice now offers a modern and sunny terrace to planners for all kinds of events. Patricia Strucka – 514  962-0017 – 1504 rue Sherbrook Ouest, Montréal (QC) H3G 1L3 – www.montrealgourmet.ca Île Notre-Dame L’île Notre-Dame has a very large surface area which is perfect for corporate gatherings as well as important events because it can host up to 20,000 guests. Located two steps away from the Floralie Gardens, it is surrounded by water and mature trees, which is what makes it so beautiful. A wide range of services are offered to the planners, which includes the option of setting up an impressive tent on a concrete surface. Jacques Fortier - 514  872-6779 – Société du Parc jean-Drapeau, 1 circuit Gilles-Villeneuve Montréal (QC) H3C 1A9 – www.parcjeandrapeau.com Palais des Congrès Terraces Planning an event at any of the four terraces of the Palais de Congrès is the ideal way to enhance your business meetings, receptions, press conferences or any promotional activities. The Palais Terrace hosts up to 630 people. In addition to including a tent and a reception area, this site offers a spectacular view of the Jacques-Cartier Bridge and the St. Lawrence River, making it the ideal place for firework nights. The Belvedere oversees the business district and has the capacity of up to 751 people. Why not add some elegance to your next meeting? The Terrace Viger is suited for more intimate gatherings. Finally, located in a beautiful urban garden abundant with crab apple trees, the Esplanade is the largest of the four terraces and can host up to 1400 people. Business Development Service - 514 871-3105 – 1001 place Jean-Paul Riopelle, Montréal (QC) H2Z 1H5 – www.congresmtl.com For more beautiful Montreal terraces, we invite you to consult Véhicule Press’ “Montreal’s best terrasses dining” by Joanna Fox. In this practical, pocket-sized guide, you can find all sorts of terraces, whether on a patio or on a rootftop, intimate, under a few umbrellas or alongside the street. The guide also suggests an itinerary for each establishment and an index for the type of cuisine. www.vehiculepress.com www.theplanner.ca

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teambuilding

Teambuilding How to find the best solution for great results By Jyl Ashton Cunningham, CMP

Teambuilding – two words that became one word and then split again into hundreds of connotations. Love it or hate it, at some point everyone will experience teambuilding in some form or other, facing the agonies of “Also-ran” or ecstasies of success, enjoy applause and pats on the back, or cringe under the scrutinising glares of fellow team members. On the upside, teambuilding can move mountains, forge friendships and alliances, build bridges and mend fences. On the downside it can divide loyalties, cause mental anguish, animosity and sometimes even physical harm. 6

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he objective of teambuilding is to take people out of their comfort zone to (a) help them to realize their own potential and to (b) encourage them to work as a team. The reasons for teambuilding are infinite; however the main reason could arguably be, to build team morale. I’m no statistician; however I would hedge a bet that after every mass layoff in a company, HR decides in some fashion to conduct a teambuilding exercise for those who are still employed. In order to be successful, teambuilding must take into account the different types of people that work in an organization. Mixing the A-type sales team with people that aren’t used to being in the limelight if a physically challenging competition is being planned is almost guaranteed to end badly. Take Bill from Accounting. Bill sits at his desk every day, keeping an eye on the bottom line and making sure purchase orders and invoices are produced and bills are paid. Bill is truly a team player, he helps others by reminding them to keep on track with expenses, he keeps them focused by supplying them with monthly reports on their sales figures and targets and he makes sure everyone is paid on time. He doesn’t judge, he simply tells it like it is, with numbers. Did he climb ropes and wear a bandana to prove his worthiness in the team? No, he simply did his job well and people liked and respected him for that. Then one day, Bill was cajoled into taking part in an afternoon of water sports teambuilding with the whole company participating. Bill hated being in water, he was thrown into a lake as a child by his older brother and almost drowned, being winded, and had to be rescued. Bill explained that he would prefer not to participate, he didn’t give a reason, it was nobody’s business, but his supervisor insisted and off they went. Bill didn’t do well from the start - he lost his oar then fell in trying to retrieve

it and had to be rescued for the second time in his life. The race was lost and his co-workers, who probably had no real opinion of Bill except that he was good at accounting and paid them on time, came away with a slightly tarnished view of his capabilities. To avoid this (fictional) scenario, the company could have picked a noncompetitive activity to include all personality types and thus achieve greater success. Had the race been between highly competitive sales and marketing personnel on the other hand, the exercise could have been deemed a success, as the demographic is all about competition and somebody has to win. So how can a company guarantee above-average success on a teambuilding exercise? In the first place, decide why it is thought to be necessary. Is employee morale low? Are sales lagging? Is water cooler gossip rife? Are employees lethargic and just need a change of scene? Does the company need to sort out the leaders from the followers? Once the objective has been determined, the next step is to conduct a survey to see what the team would actually like to do and to try to reach a happy medium. Offer a choice of up to three options, making sure that each option also serves to meet the objective. If the answers are fairly equal across the spectrum, then save two of the options for a later date and let employees know that all their voices have been heard. Whatever the decision, it is important to engage a professional facilitator/teambuilding expert for anything other than a pub night or other social event. The facilitator will be neutral and will be able to read the group without prejudice and act accordingly, thereby achieving more tangible results. Also employees are much more likely to open up to a third party than to HR or the CEO, even if those two factions are also participating in the exercise. Volume 11, No. 04


teambuilding

for your info

There are many extremely successful companies that specialize in teambuilding, two notable ones being Learn(2) in Toronto and The Banff Centre in Banff, Alberta. Learn(2) is well-known for strategic thinking exercises that build successful teams, with over a dozen activities to choose from. Their Solution and Instructional Design Teams start with an 8 Point Needs Assessment to, “Pinpoint specific business issues and challenges in the workplace that need to be address, as well as the results and outcomes that need to be created” 1. 2. 3.

Purpose / Desired Result Target groups Learning outcomes (level of competence required to produce the desired result) 4. Prior learning 5. Resources to achieve the learning outcomes 6. Constraints preventing achievement of the learning outcomes 7. Evaluating learning outcomes 8. Recommendations for applying and reinforcing the learning outcomes ilearn2.com The Banff Centre is an impressive enterprise in the heart of the Canadian Rockies, using the stunning outdoors as the inspiration for creative activities, whether they are artistic, physical or strategic, with a mission of “Inspiring Creativity”. The entire complex is devoted to teambuilding and leadership development in some form or another. Whilst the arts are featured prominently with concerts, performances and visual art programs, teambuilding plays a huge part of what the Centre strives to achieve. Unlike many teambuilding companies, they offer multi-day courses at their impressive conference facilities, as well as half and full day activities. The Banff Centre engages over 8,000 artists, leaders, and researchers from across Canada and around the world to participate in their programs every year, developing original and innovative programs that keep participants coming back for more over the years. Definitely worth a visit as an add-on to an incentive or conference, at any of the nearby hotels, or as a self-contained conference in its own right. One exercise that I can attest to there is the High Ropes Course, where the challenges “stimulate discussion focused on leadership, coaching, teamwork, risk, and accountability. Absolutely no experience is necessary to participate in this session. The Centre’s facilitators will let the participant choose how far they participate in any one activity. The learning is as great for those on the ground holding the ropes and being a source of motivation as it is for those who choose to conquer fears of heights and physical activity, and push themselves further than they thought they could go.” Check out their website at http://www.banffcentre.ca/leadership Teambuilding has become an essential part of corporate culture and as ideas in technology, science, medicine and urban design develop faster than many of us can think, the need for creative and strategic thinking will only become greater and the challenges more exciting. Despite the tongue in cheek examples of the effects of teambuilding cited in this article, there is no doubt that for the most part, teambuilding works and objectives are achieved. Go Team Go! Jyl Ashton Cunningham, CMP is owner of JAAC Meetings & Events By Design and Associate Editor of The Planner. Jyl welcomes your comments and can be reached at info@jaacevents.com www.theplanner.ca

Why bother with

Team Building? Let’s admit it. The perceptions of team building are not always glowing and one need only flip on the tube to an episode of “Mr. D” or “Duck Dynasty” to see the concept of team building being ridiculed.

Frequently the problem stems from the generic use of the term, which encompasses everything from structured seminars on communication and learning styles, to blindly falling off a log into the arms of others, bowling, or simply going for a beer. To be effective, team building should have an objective, tackle a problem, provide a lesson and most importantly, involve full team participation. In order to ensure a successful team-building event, as a planner, you should first consider the size of the group, and the objective of the activity. Larger groups demand creative ways of ensuring everyone is properly engaged and capable of participating. So while a golf tournament may appeal to some, professional team building companies have knowledge, experience and resources to ensure maximum impact and buy-in. An experienced facilitator carefully plans the sequence and timing of your team-building program, starting off simple before progressing to more challenging group activities. A successful program results in improved rapport, communication and camaraderie among participants while stimulating creative thinking and increasing motivation. Down the line, these experiences are proven to increase sales, lower turnover and decrease absenteeism. And when conflict or disagreement rears it’s ugly head, past participants are more likely to work through situations in a more amicable way. Marc Bartschat, director of logistics & Marc Merulla, President, Team Building Montréal www.teambuildingmontreal.ca

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management

Ten Phrases

That Can Solve Any Work Problem By Barry Moltz

Conflicts are an inevitable part of running a small business. In fact, effectively resolving conflicts within your company can actually build a strong and diverse team that will keep fresh ideas and creativity flowing. If everyone agrees with the boss’s point of view, your company’s direction and efforts will get stale fast. That being said, too much conflict isn’t desirable either. To achieve the delicate balance, you need to have the skills to intervene when a healthy debate goes awry. Here are 10 phrases that can be used to solve any problem you’re having in your office: 1. “I didn’t realize this was going on, so tell me more.” Many times, pleading ignorance is a good place to start to diffuse any situation. Begin to listen and stop talking! This will project an empathy that every angry person wants to hear. Remember, this empathy should never be confused with agreement. 2. “I want to listen to your point of view, but I can’t do it when you are yelling at me.” This sets the ground rules and prevents the situation from getting out of control. No one who wants respect will sit there and be screamed at by an employee. 3. “I understand your point of view, but I see it differently.”  After listening to their viewpoint, it is acceptable now to firmly disagree and outline reasons for your opinion as the leader. Don’t be bullied into agreeing in that moment and changing a decision. 4. “I will incorporate your thoughts going forward.” This leaves open the possibility that their point of view will be incorporated in any action you take going forward. At the same time, it doesn’t commit you to actually take any particular action. 5. “Both of us need to put more effort into this if it’s going to work out.”  By including yourself, you take responsibility for resolving the conflict with the other person. It becomes something you can work on together and can start to foster teamwork.

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6. “Why don’t you agree with me?” This directly confronts the employee to find out what the core issue is. Sometimes exposing his or her real reason can assist in resolving the conflict more quickly. 7. “Since we can’t seem to agree, can we continue talking about it another day so we can think of more solutions?” This unlocks the stalemate and encourages a new perspective. Many times a conflict can’t be resolved in the initial discussion. Pushing to resolve a conflict in one meeting can be counterproductive.  8. “Let’s see what we can do to make sure it doesn’t happen again.”  You accept that the initial outcome was not satisfactory and shift the discussion to explore how this won’t happen again. 9. “What can I do to improve communications so this does not happen again?”  This focuses the conflict on the process and not the people, which is critical for resolution. When a conflict gets personal, it’s much more difficult to solve.  10. “What can I do next time to make this less difficult for you?”  This is a very smart tactic, where you as a leader do not change your point of view or outcome, but ask the employee what can be done to make it less painful for them. This makes “the medicine easier to swallow.” This article originally appeared on OPEN Forum, an online publication for business owners and entrepreneurs.  Visit www.openforum.com to learn more.

hotel news

Profits Rise for US Hotel Industry The U.S. hotel industry recorded a profit of $58 billion in 2012, just short of a peak level in 2007, according to new data from STR Analytics’ 2013 Host Almanac. Based on almost 6,000 hotels, the industry’s total revenue increased 13.4 percent in 2012 to an estimated $162 billion with net operating income just under $40 billion. “While it’s encouraging that the gross numbers for 2012 is near record highs, many properties are still not back to peak profit,” STR Analytics director Carter Wilson said in the report. “Luxury and upper upscale properties are leading the charge back to profitability, but there are still a lot of struggles in the middle and lower chain scale segments.” •

Full-service hotels reported an average occupancy of 70.2 percent and an average daily rate of $159.52 in 2012.

Overall in 2012, limited-service hotels recorded an occupancy of 70.7 percent (up slightly from 70.0 percent in 2011) and an ADR of $92.15 (compared with $89.85 in 2011).

Franchise fees in chain-affiliated, limited-service hotels accounted for 2.6 percent of the undistributed operating expenses, which equates to $2.42 per occupied room night.

Luxury hotels outperformed upperupscale hotels in banquet revenue (per available room) on a 2:1 basis.

Luxury hotels also had a significantly higher capture of revenue from cancellation fees than any other class.

Volume 11, No. 04


management

By Marilyn Lazar

The Handshake: Bind or Bust Well, the answer is both. The handshake is fondly known as the gentleman’s agreement in an era of decidedly ungentlemanly, unladylike and sometimes unethical behaviour. Yet, according to the Canadian Bar Association, a verbal agreement or “handshake deal” can actually be legally binding.

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his information is relevant not only to startups and their investors, but also to anyone who conducts business and participates in verbal agreements - including event planners. As a small business or independent contractor, there are specifics you should include, such as confidentiality, inclusions and exclusions. Believe it or not, there is a protocol to make the “handshake deal” hold, including what each party says and specifically agrees to. Unless these details are part of the process, the handshake does not constitute a deal. So if you’re not going to consult a lawyer, it is in everyone’s best interest to complete these steps. Make certain that everybody involved comes away with the same understanding. The bottom line is that even though a “handshake deal” may be deemed legal, it is not always recommended. Whether committing considerable time to a client, or partnering with a colleague or supplier for a large event, it makes sense to create - and have both par-

ties sign - as detailed an agreement as possible. Even in situations where legal professionals are present, such as mediation, there will often be a hand-written agreement drawn up and signed until such time as formal documents can be distributed. In the initial enthusiasm of making an agreement, it’s hard to predict the complications which may ensue. With a contract, if an issue arises, you can refer back to the wording, or suggest that the other party does so. Consider drawing up some basic contracts to have on file which you can modify to specific situations as time goes on. Going through the exercise may make you more aware of the pitfalls to look out for. Suggested reading: •

3 Contract Agreements Every Small Business Should Have, by Nellie Akalp, Small Business Trends

The Handshake Deal Protocol, by Paul Graham, Y Combinator

for your info

Meeting Planner Extraordinaire! Of all the glam jobs that exist in this world, meeting planning seems to be perceived as one of the top ones. Mingling with fascinating people, exciting venues, gourmet bites, stunning décor and enchanting destinations is what many novices feel is in store for them whilst pursuing a career in this field, and at times, it certainly can be…in minute doses. After the long, gruelling hours of details, phone calls, lists, budgeting, negotiating, and planning, there are exquisite periods of brilliance that seep through all of the hard work and make everything worthwhile, for both the meeting planner and the client. So what does it take exactly to become a meeting planner extraordinaire? When all aspects of the planning, from setting up signage to choosing menus, from site inspection trips that take you from hotel to hotel with barely a moment to gaze at a beautiful ocean, when the joy of seeing your client’s face smiling and relaxed during an event, while unbeknownst to them, in the background, the Chef is fighting with the Sous Chef, and the bartender has run out of champagne, flights have been cancelled and luggage is lost, but you are handling it effortlessly with your team, when all is said and done - the love of the business keeps you coming back for more…

www.theplanner.ca

By Audrey Esar

happily…then you have become a meeting planner extraordinaire! It is a tough business, and with budgets being pulled in tighter, and expectations continuing to rise, this is not a career for the weak. It is for those for whom customer service is a motto, and there are no “hours” to calculate. It for those extraordinary people who thrive on fast paced, ever changing, details, and where timelines exist by seconds and not hours! If you look up “planning” in a thesaurus, what do you find? Preparation, setting up, development, arrangement, scheduling, forecast. How appropriate and so correct! Additionally, if you consider the people who depend on your skill and expertise, it extends far beyond just the client that you work with on a day to day basis, but also their guests, their superiors, your suppliers, your team, their teams…the list is endless. So when you have stopped counting your hours, are hungry for feedback so you can continually improve, want to ensure that it is your client that receives all the accolades for a job well done, and at the end of the day, cannot believe that you also actually get paid to do all this, you have become a meeting planner extraordinaire! Happy Planning!

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c r e at i v i t y

The secret to great events: The creative process part 2

By Marc-André Routhier

Do you have a clear blueprint? A vision of your goals? Resources? Actions and results that you’re looking for? Well, you are now ready to create your event’s concept. The second step of the design process is one of the most difficult to achieve because it requires integrating many elements

and

taking

into

account multiple constraints. I will offer an approach that returns to the basics and creates the most effective concept for the desired objective. To do this, you must change some paradigms. 1st paradigm shift: From impressing to conveying a message The challenge starts when you decide you want to make an impact. We look to impress at all costs and feel immense pressure to deliver a unique event. Aiming for a WOW effect, we develop fragmented, often grandiose concepts that require artists, audio-visual equipment, stages, large rooms and lavish decor elements. To impress is expensive, time consuming and puts us under immense pressure to please! You no longer have to carry the burden of creating a memorable event. The goal is not to please, but to add to the success of your leader’s project. In this context, the design is no longer used to impress the audience, but to have a significant impact on the guest 10

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in terms of content and experience. Design takes on a whole new meaning. Your concept needs to convey your leader’s message. Instead of trying to please, you want to work in elements that will help your leader to advance the cause. A role that will cause much less pressure on you and be better for your organization!

2nd paradigm shift: To conceive a topic from the content The traditional approach is to design an event from a theme and make a surprising and entertaining experience that features a presentation. Meanwhile, the process of an event starts from the content. What is the message the leader wants to convey?

Step 1: Identify the messages: What messages does your leader want to communicate? Each word of the message directly influences the quality and range of your concept. The more your content is accurate and detailed, the more it will inspire effective ideas. Examples of messages from the leader (according to example above): 1. Staff showed courage and commitment 2. Staff chose the customer over adversity 3. Staff showed maturity and incredible sense of responsibility Step 2 : Identify the concept most likely to transmit this message

Let’s take the example from last month : the recognition event

In previous articles, we talked about courage, commitment and dealing with adversity. We talked about solidarity, maturity, commitment and responsibility. What theme is the most likely to get this message across? What is the most suitable tone and location?

To recognize the commitment, attitude and actions of employees, we need to show the impact of organizational changes (challenges, constraints, difficulties) on the work of employees. Also show that, without real commitment, it would have been easy to let go of the quality of service. Also show how some people have taken bold initiatives to maintain the image of the company with success of the project at heart.

We might use the metaphor of climbing a mountain. We could choose a location in a mountainous area with a chalet-like reception room (base camp). Some accessories (cords, lamps, masks) used as decoration, a screen, a projector and the tour is complete. These various ideas contain key images associated with climbing, a parallel story, and you also succeed to have as much impact as any largescale event.

What is the location, tone, atmosphere and appropriate mediums to convey their message?

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c r e at i v i t y

I’ve done a few, and I can assure you that it was the most intense and the most promising. Every word, every sentence supported the message with such power that the leader could transport their staff away. Simplicity, proximity and intensity of the event has mobilized the organization. Do you understand the importance of the message? It is through the content that you will know how to create a winning concept. Remember that the components of the message are the most important part of the design. A great event is created from the meaning of words used to communicate the message.

3rd paradigm shift:

work environment to receive information even if they could get it in a more efficient way.

you will be able to collect ideas and determine the best way forward.

Let’s be honest, with the workloads that we all have, 2 hours of work devoted to the event will have to be recovered at another time. Our participants must get more than information. We need to send something that is not transmitted by paper or by mail: emotion.

For example: you may want to put the names of each team member on a movie poster. You could play epic music as the staff members are introduced as a team of glorious explorers. You could place a team photo in the lobby of the organization.

A winning concept is a concept that touches participants. The final step of the design is to integrate all the ideas (themes, accessories, speeches, etc.) in a way that sustains a central emotion.

Anything you invent to encourage pride will help your leader get his message across and contribute to the success of the organization. Emotion is central to unite your ideas and achieve a maximum impact.

Here are some ideas to guide you.

As creators of exceptional events, we go beyond the use of thematic tricks. We support our leaders so they can communicate messages with intensity, power and emotions that add to the success of their businesses.

• What is the central emotion of the message?

To touch the participants hearts and minds

• What is the best way to communicate it?

When I speak to a consultant or producer, there is a notion that seems to be very important. In today’s economy, we no longer need to call people into a room to tell them something, they can simply read through emails or an internal memo.

Example of event recognition: You want to use a climbing theme so you add decorations and images about ascension. Your boss wants to recognize the courage, determination and solidarity of your team.

On the one hand, it is very expensive to host people, but guests enjoy being out of their

But what emotion does he want to convey? Suppose he wants to convey pride. How can you help build this pride? From the answers,

We are the # 1 partner in their success. It is through showing the depth of meaning and emotion that our concepts can allow our leaders to realize their greatest vision. Marc-Andre Routhier is a consultant, coach and video and event producer. You can contact him at (514) 933-0869 or at marouthier@imasun.com On the web: www.imasun.com

for your info By Marilyn Lazar

THE NEW SOCIAL SECURITY: Dealing With Identity Theft We’ve all experienced that sinking feeling upon realizing we’ve left something behind after a holiday, be it a bikini in the bathroom, a pair of sandals under the bed or jewelry in the hotel safe. But there’s something far more valuable that can be stolen: your identity. Whether you’re travelling for business or pleasure, here are some tips to help safeguard your identity and prevent this complicated, aggravating and enduring problem from happening to you. Be sure to share it with your clients when organizing an incentive trip, conference or destination event. Even brides and grooms will appreciate the advice as they’ll likely be embarking on a honeymoon. Create a journal in which you record the vital information off the front and back of every card and document that you carry: credit cards, health insurance, etc. Update it regularly - this won’t take long once the list is created. It will be your handbook to use in the event that anything is stolen so you can quickly access the appropriate contacts to notify and cancel. Use a separate, smaller wallet when traveling and take only what you need - what you don’t have, can’t be lost or stolen. For example,

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you don’t need your blood donor card or local gym membership. You probably don’t need your debit card as you may be able to withdraw cash using a credit card - do be careful to withdraw from the right account so as not to incur interest charges. Travellers cheques are preferable to carrying a personal cheque book. Make copies of what you take with you. Lock these copies up along with what you leave behind. Whether at home or away, enter your PINs and logins in privacy. Don’t keep PINs or passwords in your wallet with your cards. Leave valuables in a room safe or secure hotel storage before setting out to tour. Notify your credit card company in advance of travel. This can prevent difficulty using your card in unusual ways or new locations. Check your statements to ensure that charges are legitimate. Be mindful of scams - double check any suspicious messages with the source. Be wary of social networking: do you really want to announce where you’re going and when you’ll be away? For more ideas and safeguards, check out: www.protectmyid.com

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planning

RENTING A TUX FOR YOUR SPECIAL EVENT (Formal Can Be Fun)

Planners, here’s some valuable advice you can share with your client ensuring not only a smooth fit, but a smooth experience in getting there.

W

hen guided by a formal wear specialist, renting a tuxedo is surprisingly simple. Unlike big box men’s stores, tuxedo specialty shops provide expert knowledge, a wide selection of suits, accessories and best of all, incomparable customer service. Here’s what you should know before you set off: Once you’ve identified the specialty shops you would like to consult for your tuxedo rental needs, it’s worth your while to give them a call and ask about their policy with regards to how long before your event your reservation is required, whether appointments are recommended, as well as any special promotions the merchant might have going on. Generally speaking, reserving your tuxedo well in advance means you have the largest selection to choose from and the best price. However, specialists such as Classy Formal Wear allow for last minute rentals; ready in less than an hour without any issue. Ideal for an impromptu gala event or simply the busy businessman. For men, a specialty tuxedo shop will take the time to discuss your event theme, preferences, budget and style - a consultant will want to get to know your style before helping you select a tuxedo and guide you to narrow down your search quickly. The fit of the tuxedo jacket and trouser is extremely important - each

designer cuts a garment differently which will suit each body type differently. Whatever the occasion calls for, an experienced consultant will guide you toward the best fitting tuxedo for you. The fit is the most important aspect of formal wear. Once the jacket and trouser styles are selected, the color scheme for the accessories will be discussed. Whereas neutral colours, such as a white shirt, tie, vest and pocket square, used to be the standard for grooms, times have changed and with that, the formal wear industry has evolved. Today’s look very much reflects the style of the individual , whether it is  fashionable and modern or simply classic. No one wants to look like they are wearing their grandfather’s tuxedo! A tuxedo shop that specializes in formal wear will carry new styles such as slim fit jackets, trousers and shirts as well as  bow ties and slim ties - the possibilities are endless.  In a wedding party, once the groom’s attire is complete, the consultant will then guide the ushers, fathers and other guests in selecting their look. No one should outdo the groom. The groom should stand out, even if by a small detail. He should ideally have a little something different from the rest of the bridal party - and rightfully so! The consultant will then take measurements and, usually, a deposit. A man’s ‘fitting’ is very different and much simpler than a woman’s. continued

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Bourget Inn & Spa Resort Contact: Sales T: 613 487-3277, 866 487-3277 F: — 4105 Bouvier Road, Bourget, ON K0A 1E0 Email: meetings@bourgetspa.com Web: www.bourgetspa.com Description: 6 acres of private country estate located only 25 minutes from Ottawa. Capacities: Reception-30 Banquet-0 Theatre-20 Classroom-10 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: — Loading dock: Yes 24/7

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Brookstreet Contact: Mark Nisbett Sales T: 613 271-1800, 888 826-2220 F: 613 271-3541 525 Legget Drive, Ottawa, ON K2K 2W2 Email: mark.nisbett@brookstreet.com Web: www.brookstreet.com Description: 4-Diamond destination with gourmet dining, naturallylit conference spaces, full-service spa and fitness studio as well as The Marshes,18- hole championship golf course and MarchWood, a 9-hole PGAapproved short course. Capacities: Reception-500 Banquet-370 Theatre-450 Classroom-260 Caterer: Yes Exclusive Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes 9:00-17:00 or pre arranged

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Cartier Place Suite Hotel Contact: Lily Cazeau T: 613 236-5000, 800 236-8399 F: 613 238-3842 180 Cooper Street, Ottawa, ON K2P 2L5 Email: sales@suitedreams.com Web: www.suitedreams.com Description: Minutes from Parliament Hill, this pet friendly all-suite hotel features beautiful banquet rooms and spacious suites, with fully equipped kitchens, separate living rooms & private balconies. Enjoy our indoor pool, whirlpool, sauna, fitness room, children’s playroom and private outdoor patio with a playground. Capacities: Reception-195 Banquet-130 Theatre-150 Classroom-90 Caterer: Yes Exclusive Cafe Mezzaluna Restaurant Audiovisual service: Yes Wheelchair access: Yes Loading dock: — Chateau Cartier Hotel Contact: Sales, 819 776-7950, 800 807-1088, Fax: 819 777-7161 1170, chemin Aylmer, Gatineau QC J9H-7L3 Email: sales@chateaucartier.com Web: www.chateaucartier.com Description: Located on peaceful, natural surroundings, only 8 minutes from downtown Ottawa, this convention centre offers an 18-hole golf course. Two restaurants with bars, a fitness centre with a salt water indoor pool, full service day spa and a hair salon. Capacities: Reception-800, Banquet-400, Theatre-720, Classroom-240 Caterer Service: Yes Exclusive Audio-visual service: Yes $ Wheelchair access: -Yes Loading dock: -Yes Courtyard by Marriott Ottawa Contact: Denise Breau T: 613 241-1000, 800 341-2210 F: 613 241-4804 350 Dalhousie Street, Ottawa, ON K1N 7E9 Email: denise@courtyardmarriottottawa.ca Web: www.marriottcourtyardottawa.com Description: Keep in touch with free wireless hi-speed internet access in your hotel room. All the amenities and comfort you’ve come to expect from Courtyard and Marriott hotels. Daily buffet breakfast, spacious rooms and convenient Downtown Ottawa location in the Byward Market. Capacities: Reception-250 Banquet-200 Theatre-250 Classroom-140 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: Yes 24/7

— 9

35 241

250 250

— 125

— 183

5

22

5

20

9

350 8

5188 17

1500 9

No

Yes

Yes

Yes Portable

Yes

13

Portable

Portable

Yes

No

10

Yes

$

$

Yes

Yes

Yes

No

Indoors

Portable

2100

3400

Yes Free

Coat check

No

Parking

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes Outdoors Free

Yes Indoors

Yes $

Yes

“Nine in ten people who believe they will one day realize their career goals have strong feelings of competence and assertiveness.” - (Velting 1999) www.theplanner.ca

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Delta Ottawa City Centre Contact: Carmen Natividad T: 613 688-6847, F: 613 237-9114 101 Lyon St, Ottawa, ON K1R 5T9 Email: cnatividad@deltahotels.com Web: www.deltaottawacitycentre.com Description: Located downtown in the heart of the business and entertainment district, steps from Sparks Street market and Parliament buildings. 410 rooms feature a fresh new look with modern design, contemporary atmosphere and decor. 2012 renovations include guest rooms, public areas, conference and meeting space, fitness centre, restaurant and buiding’s exterior. Capacities: Reception-12000 Banquet-500 Theatre-1200 Classroom-600 Caterer: Yes Exclusive Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes

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Fairmont Château Laurier Contact: Sue Ohlson T: 613 241-1414, 800 441-1414 F: 613 562-7033 1 Rideau Street, Ottawa, ON K1S 4Y6 Email: sue.ohlson@fairmont.com Web: www.fairmont.com/laurier Description: Reflecting the confidence, dignity and style of Ottawa, Fairmont Château Laurier stands as a testament to this dynamic city. Located in the heart of Canada’s capital next door to the Parliament Buildings, the landmark Fairmont Château Laurier hotel in Ottawa is a magnificent limestone edifice with turrets and masonry reminiscent of a French château. Capacities: Reception-800 Banquet-500 Theatre-600 Classroom-375 Caterer: Yes Exclusive Fairmont Chateau Laurier Audiovisual service: Yes Exclusive PSAV Wheelchair access: Yes Loading dock: Yes

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Hilton Garden Inn Ottawa Airport Contact: Alison Hunter T: 613 288-9001 x.7010, F: 613 249-8729 2400 Alert Road, Ottawa, ON K1V 1S1 Email: alison.hunter@hilton.com Web: www.ottawaairport.hgi.com Description: The property combines great service with world class cuisine to make for an exceptional meeting or event. Capacities: Reception-400 Banquet-325 Theatre-400 Classroom-200 Caterer: Yes Audiovisual service: Yes Exclusive Advantage AV Wheelchair access: Yes Loading dock: Yes 24h

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Hilton Lac-Leamy Contact: Julie Sanschagrin T: 819 790-6444 x.5586, 866 488-7888 F: 819 790-6450 3, boulevard du Casino, Gatineau, QC J8Y 6X4 Email: sales@hiltonlacleamy.com Web: www.hiltonlacleamy.com Description: 5-star service, luxurious and elegant guest rooms, conference centre, restaurants, fitness centre, spa and four-season indoor/outdoor heated pools. Interconnected to the Casino du Lac-Leamy and Théâtre du Casino. 5 minutes from downtown Ottawa.Free WiFi. Capacities: Reception-1500 Banquet-1100 Theatre-1600 Classroom-780 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: Yes 24h

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Holiday Inn & Suites Ottawa-Kanata Contact: Alana Haining T: 613 271-3057, F: — 101 Kanata Avenue, Ottawa-Kanata, ON K2T 1E6 Email: alana@hisottawa.ca Web: www.hisottawa.ca Description: We invite you to stay and experience our award winning hotel. Featuring 152 smoke free guest rooms and queen suites, and over 5000 sq. ft. of elegantly decorated, flexible function space offering free high speed internet service and parking. Capacities: Reception-350 Banquet-160 Theatre-240 Classroom-128 Caterer: Yes Audiovisual service: No Wheelchair access: Yes Loading dock: No

H

10000

Portable

Yes

Indoors

15

Fixed

Portable

Outdoors

Yes 20 390

17

Yes

Free

33 396

15 152

37 312

90 62

16

12

16

7

5 886

Yes

18

$

4800 15

15866 25.7

2784 12.5

Coat check

Parking

—: Not available or not communicated

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes

$

Yes

Yes Outdoors

Yes

Private

Yes Yes

No

Outdoors

Yes

Free

Yes

Yes

Yes

Portable

Portable

Outdoors

Fixed

Free

Yes

Indoors

Portable

Outdoors

Yes Portable Free

Yes $

Yes Yes

Private

“Low-variety jobs produce twice as much employee turnover and three times less job satisfaction than high-variety jobs.” - (Melnarik 1999) 18

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Holiday Inn & Suites, Ottawa Downtown Contact: Shannon Murphy T: 613 238-1331 x.1302, 800 267-8378 F: 613 230-2179 111 Cooper St, Ottawa, ON K2P 2E3 Email: sales@hiottawa.ca Web: www.hiottawa.ca Description: Located in a trendy residential area in downtown Ottawa, Holiday Inn & Suites is the ideal venue for all travelers: shops, restaurants and nightlife, along with the Rideau Canal, Parliament Buildings, Byward Market, and the Ottawa Convention Centre are all within walking distance. Capacities: Reception-150 Banquet-100 Theatre-120 Classroom-45 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: No

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Hotel Indigo Ottawa Contact: Chelsea Belyea T: 613 216-2907, F: 613 231-7555 123 Metcalfe St., Ottawa, ON K1P 5L9 Email: sales@ottawadowntownhotel.com Web: www.ottawadowntownhotel.com Description: Hotel Indigo offers almost 3,400 sq. ft. of meeting space in four sophisticated rooms with access to an additional 6,600 square feet of function space.The lobby features high speed internet and a 24 hr business centre. Capacities: Reception-100 Banquet-85 Theatre-70 Classroom-50 Caterer: Yes Audiovisual service: Non-Exclusive Wheelchair access: Yes Loading dock: No

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Les Suites Hotel, Ottawa Contact: Mike Di Cioccio T: 613 232-3202, 800 267-1989 F: 613 232-3646 130 Besserer Street, Ottawa, ON K1N 9M9 Email: sales@les-suites.com Web: www.les-suites.com Description: Three professionally appointed meeting rooms perfect for larger gatherings. Fully equipped for presentation and communication. The Byward Suite is designed to accommodate up to 60 people, with all the necessities for meetings, seminars and workshops available in-room. Also available are the Rideau Suite, the 40 person hospitality suite and The Garden Suite, a single bedroom combination ideal for 24 to 40 guests. Capacities: Reception-60 Banquet-48 Theatre-60 Classroom-24 Caterer: Yes Audiovisual service: Yes Non-Exclusive PA Audio Visual Wheelchair access: Yes Loading dock: No

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Lord Elgin Downtown Ottawa Hotel Contact: Ann Meelker T: 613 563-6409, 800 267-4298 F: 613 235-3223 100 Elgin Street, Ottawa, ON K1P 5K8 Email: ameelker@lordelgin.ca Web: www.lordelgin.ca Description: The eight boardrooms and seven conference rooms provide comfortable settings for a variety of Ottawa business meetings and intimate gatherings. Capacities: Reception-225 Banquet-60 Theatre-195 Classroom-120 Caterer: Yes Exclusive Audiovisual service: Yes Exclusive Wheelchair access: Yes Loading dock: Yes

Novotel Ottawa Contact: Kimberly Wilson T: 613 230-3033, 800 668-6835 F: 613 760-4765 33 Nicholas Street, Ottawa, ON K1N 9M7 Email: novotelottawa@novotelottawa.com Web: www.novotelottawa.com Description: Sleek and modern design, and affordable accommodations. Located beside the Byward Market, Rideau Centre and Ottawa Convention Centre. The Hotel offers guests a place to relax and re-energize. Capacities: Reception-200 Banquet-150 Theatre-160 Classroom-100 Caterer: Yes Audiovisual service: Yes Wheelchair access: Yes Loading dock: No

89 140

13 93

240 0

4 355

22 260

8

4

3

15

6

1845 12

1277 9

858 8

2200 —

No

No

Indoors

Coat check

Parking

—: Not available or not communicated

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes No

Outdoors

No

No

No

Yes Indoors

Yes

Yes Indoors

Yes

Public

Yes —

No

Valet

Yes

only $

1806

Yes

12

Portable

Yes No

Indoors

Yes

Public

“Feeling there is meaning in your life is eight times more likely to produce satisfaction than is a high income.” - (King and Napa 1998) www.theplanner.ca

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—: Not available or not communicated Ottawa Marriott Hotel Contact: Markus Fisher T: 613 238-1122, F: 613 783-4228 100 Kent Street, Ottawa, ON K1P 5R7 Email: markus.fisher@ottawamarriott.com Web: www.ottawamarriott.com Description: Downtown hotel with 35,000 sq.ft. of meeting space including a revolving room on 29th floor. Victoria Ballroom features second-floor gallery. Conference services include custom web pages. Capacities: Yes Reception-600 Banquet-450 Theatre-600 Classroom-325 Caterer: — Audiovisual service: Yes Non-Exclusive AVW Telav Wheelchair access: Yes Exclusive Loading dock: Yes 8:00 - 16:30

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Ramada Plaza Hotel Manoir du Casino Contact: Nathalie Mercier T: 819 777-7868 x.633, 800 296-9046 F: 819 777-6473 75 d’Edmonton Street, Gatineau, QC J8Y 6W9 Email: banquets@ramadaplaza-gatineau.com Web: www.ramadaplaza-gatineau.com Description: Across from the Casino du Lac-Leamy, close to major attractions, bi-level suites and spacious rooms all equipped with double air-jet bathtub and electric fireplace. Health and beauty spa, and free Wi-Fi. Capacities: Reception-350 Banquet-176 Theatre-260 Classroom-125 Caterer: Yes Exclusive Restaurant Risotto Audiovisual service: Yes NonExclusive Wheelchair access: Yes Loading dock: Yes

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Residence Inn by Marriott Ottawa Contact: Denise Breau T: 613 231-2020, 877 478-4838 F: 613 231-2048 161 Laurier Avenue West, Ottawa, ON K1P 5J2 Email: denise@ribm.ca Web: www.marriottresidenceinnottawa.com Description: Located in the heart of downtown Ottawa, spacious home away from home for business and leisure travelers. All rates include full buffet breakfast as well as high speed internet and local calls. Capacities: Reception-260 Banquet-160 Theatre-200 Classroom-90 Caterer: Yes Audiovisual service: Yes Wheelchair access: Yes Loading dock: No

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Sheraton Ottawa Hotel Contact: Sales T: 613 238-1500, F: 613 235-2723 150 Albert Street, Ottawa, ON K1P 5G2 Email: reservations@sheratonottawa.com Web: www.starwoodhotels.com Description: 10 meeting rooms totalling 10,000 sq. ft. of space, with elegant banquet and meeting facilities accommodating from 10 to 250 peope. The Rideau Room features 2,720 sq. ft. of space and is an ideal location for events from 70 to 300 people. Capacities: Reception-350 Banquet-240 Theatre-300 Classroom-120 Caterer: Yes Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes

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Southway Hotel & Conference Centre Contact: Ruth Kehoe T: 613 737-0811 x. 156, 877-688-4929 F: 613 737-3207 2431 Bank Street, Ottawa, ON K1V 8R9 Email: sales@southway.com Web: www.southway.com Description: 3 Diamond Hotel with complimentary airport shuttle, wireless/ wired internet and parking. Capacities: Reception-225 Banquet-186 Theatre-180 Classroom-108 Caterer: Yes Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes The National Hotel & Suites Ottawa Contact: Susan Marcovitch T: 613 238-6000, 855 238-6001 F: 613 238-2290 361 Queen Street, Ottawa, ON K1R 7S9 Email: smarcovitch@nationalhotelottawa.com Web: www.nationalhotelottawa.com Description: Comfortable, friendly service with convenient access to downtown attractions. Great for small/medium-sized meetings and events. Capacities: Reception-325 Banquet-250 Theatre-275 Classroom-150 Caterer: Yes Exclusive Audiovisual service: Yes Exclusive PSAV Wheelchair access: Yes Loading dock: Yes

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6 474

13 161

25

12

177 —

— 236

9

10

Yes

Yes

22

Portable

Portable

2460

Yes

Yes

8.5

Portable

Portable

No

No

2580 15

2720 10.5

Coat check

6500

Parking

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes Indoor

Yes

$

Yes Outdoors Free

Yes

Yes $

Yes $

Yes

Yes

Yes 16 154

11

2700 14

Yes

Yes

Indoors Outdoors

Yes

Free

— 328

13

3251 9.11 - 11.2

Yes Portable

Yes No

Indoors Public

Yes $

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—: Not available or not communicated

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Travelodge Ottawa Hotel and Conference Centre Contact: Sales T: 613 722 7601 x.4236, F: 613 722-7737 1376 Carling Avenue, Ottawa, ON K1Z 7L5 Email: info@travelodgeottawa.com Web: www.travelodgeottawa.com Description: CAA/AAA 3-Diamond, full service property. Over 20,000 sq. ft. of meeting space, a full convention services department and customer service. Capacities: Reception-400 Banquet-300 Theatre-350 Classroom-200 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: Yes

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Westin Ottawa Contact: Ann Rickenbacker T: 613 560-7000, F: — 11 Colonel By Drive, Ottawa, ON K1N 9H4 Email: ann.rickenbacker@westin.com Web: www.thewestinottawa.com Description: The Westin Ottawa is a 4 Star property located centrally downtown, only moments from the Parliament Buildings and historical Byward Market. Recently underwent a 7 million dollar lobby renovation and added 12,000 square feet of state of the art meeting space for a grand total of 47,000 square feet. Capacities: Reception-1500 Banquet-1370 Theatre-1800 Classroom-1084 Caterer: Yes Exclusive Westin Ottawa Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes

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A Visitation Banquet Centre Contact: Trojan, Marie T: 613 822-1777, F: 613 822-0393 5338 Bank Street, Gloucester, ON K1X 1H1 Email: sales@avisitationbanquetcentre.com Web: www.avisitationbanquetcentre.com Description: New facility with spacious ballroom; walk-in cooler and freezer; separate bar area; free parking, located off Ottawa’s main north – south artery, Bank Street. Capacities: Reception-200 Banquet-165 Theatre-200 Classroom-165 Caterer: Yes Audiovisual service: No Wheelchair access: Yes Loading dock: Yes

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Algonquin College Contact: Sales T: 613 727-7730, F: 613 727-7778 1385 Woodroffe Avenue, Ottawa, ON K2G 1V8 Email: conferences@algonquincollege.com Web: www.algonquincollege.com/ conference Description: Algonquin College boasts many in-demand meeting facility features including 2 bedroom suite-style summer accommodations and yearround technologically advanced meeting spaces. Capacities: Reception-1256 Banquet-1000 Theatre-1200 Classroom-500 Caterer: Yes Exclusive Algonquin College Catering Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes

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Bean Town Ranch Contact: M. Desjardins T: 613 673-5894, F: — 2891 Concession 3 road, Plantagenet, ON K0B 1L0 Email: beantown@magma.ca Web: www.beantownranch.com Description: Nestled in the countryside midway between Montreal and Ottawa, a unique private country venue. Capacities: Reception-150 Banquet-150 Theatre-150 Classroom-150 Caterer:Yes Exclusive Private executive chef Audiovisual service: No Wheelchair access: Yes Loading dock: Yes 8:00 -17:00

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Canada Aviation and Space Museum Contact: Karoline Klüg T: 613 991-6064, F: 613 990-3655 11 Aviation Parkway, Ottawa, ON K1G 5A3 Email: kklug@technomuses.ca Web: www.technomuses.ca Description: The Museum continues to engage visitors to the wonder of flight with its spectacular collection and special events. Event spaces include two state-of-the-art classrooms fitted for universal access and a multi-purpose auditorium. Capacities: Reception-1200 Banquet-500 Theatre-500 Classroom-40 Caterer: Yes Non-Exclusive Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes

www.theplanner.ca

— 196

29 471

— —

525 —

— —

8

26

1

75

3

Yes

Yes

8

Fixed

Portable

16588

Yes

Yes

19

Portable

Portable

No

2200 18

11760 10

600 20

Coat check

5600

Parking

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes Indoors

Yes

Public

Yes

Yes

Yes Outdoors

Yes

Free

Yes

Yes

Yes

No

Yes Outdoors

Yes

Yes

Yes

Yes — —

7

5000 60

Yes

Yes

Outdoors Public

Yes

Free

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Canadian Museum of Civilization Contact: Geneviève Mercier, 819 776-7027, Fax: 819 776-7059 100, Laurier Street, Gatineau QC K1A 0M8 Email: banquets@civilization.ca Web: www.civilization.ca/facilityrentals Description: Located on the banks of the Ottawa river, and only five minutes from downtown Ottawa, the Museum offers a unique selection of venues, each more impressive than the last. Brand-new Panorama Lounge now open. Capacities: Reception-1 500 Banquet-600 Theatre-500 Caterer:- Yes Exclusive Sodexo Audiovisual service: -Yes Exclusive Wheelchair access: -Yes Loading dock-Yes Canadian War Museum Contact: Geneviève Mercier, 819 776-7027, Fax: 819 776-7059 1 Vimy Place, Ottawa ON K1A 0M8 Email: banquets@warmuseum.ca Web: www.warmuseum.ca/facilityrentals Description: Thanks to its world-acclaimed architecture, scenic vistas, impressive halls, intimate conference rooms and state of the art theatre, the Museum is guaranteed to ensure the success of any special event. Capacities: Reception-1 800 Banquet-600 Theatre-235 Caterer:- Yes Exclusive Sodexo Audiovisual service: -Yes Exclusive Wheelchair access: -Yes Loading dock-Yes

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Capones Catering Contact: Jenny Lu T: 613 226-6947, F: 613 226-7080 1701 Woodroffe Avenue, Nepean, ON K2G 1W2 Email: jenny@capones.com Web: www.capones.com Description: Catering facility from 10 to 5000. Located inside Nepean Sportplex. Capacities: Reception-1000 Banquet-600 Theatre-1000 Classroom-500 Caterer: Yes Exclusive Capones Catering Audiovisual service: Yes Wheelchair access: Yes Loading dock: No

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Earnst & Young Centre Contact: Sales T: 613 822-8800, 888 822-9221 F: — 4899 Uplands Drive, Ottawa, ON K1V 2N6 Email: info@eycentre.ca Web: www.eycentre.ca Description: Versatile exhibit spaces ranging from 30,000 to 50 000 sq.ft. and carpeted meeting rooms suitable for all event types, from international trade show to intimate wedding reception. Capacities: Reception-8900 Banquet-6150 Theatre-7500 Classroom-5100 Caterer: Yes Exclusive Great Canadian Plates Audiovisual service: Yes NonExclusive AV Canada Wheelchair access: Yes Loading dock: Yes

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Centurion Centre Contact: Sean McGrath T: 613 727-1044, F: 613 727-8293 170 Colonnade Road South, Ottawa, ON K2E 7J5 Email: smcgrath@centurioncenter.com Web: www.centurioncenter.com Description: 14,000 square feet facility can accommodate groups from 8 to 800 and includes nine meeting rooms and an elegant ballroom and foyer. Customized menu selections, complete choice of catering services, high speed wireless internet, business services and complimentary parking. Capacities: Reception-0 Banquet-180 Theatre-250 Classroom-100 Caterer: Yes Audiovisual service: Yes Exclusive Advantage Audio Visual Rentals Limited Wheelchair access: Yes Loading dock: —

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— —

— —

— —

12

10

6

— —

— —

— —

7

8

9

5000 12

7600 —

9000 —

Coat check

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Canada Science and Technology Museum Contact: Karoline Klüg T: 613 991-6064, 866 442-4416 F: 613 990-3655 1867, boul. Saint-Laurent, Ottawa, ON K1G 5A3 Email: location@technomuses.ca Web: www.technomuses.ca Description: Located just minutes from the downtown core, the Museum houses a world-class collection of rail, land and marine transportation artifacts, as well as space telecommunications and energy. The exhibition halls provide a unique backdrop for meetings, banquets, conferences, weddings or trade shows. Capacities: Reception-300 Banquet-200 Theatre-— Classroom-— Caterer: Yes Exclusive Audiovisual service: Yes Wheelchair access: Loading dock: —

Parking

—: Not available or not communicated

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes

Oui

Yes

Yes

Yes

Portable

Indoors

Fixed

$

Yes

Yes

Portable

Indoors

Fixed

$

10000

Yes

Yes

Yes

14

Fixed

Portable

Free

90000 24

Yes Portable $

Yes Portable

Yes Outdoors $

3240

Yes

Yes

Yes

24

Portable

Portable

Free

Yes $

Yes

Yes

Yes $

Volume 11, No. 04


—: Not available or not communicated

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Club de golf Outaouais Contact: Josée Lacelle T: 613 446-4490 x.225, F: 613 446-1700 301 Montée Outaouais, Rockland, ON K4K 1K3 Email: jlacelle@golf-outaouais.ca Web: www.golf-outaouais.ca Description: We feature a beautiful spacious hall (300 people) from April to the end of October. During our winter we hold all events in our restaurant which is designed with multiple windows. Capacities: Reception-250 Banquet-250 Theatre-— Classroom-— Caterer: Yes Exclusive The Club de golf Outaouais Restaurant Audiovisual service: — Wheelchair access: — Loading dock: No

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Code’s Mill on the Park Contact: Marsha Rivington T: 613-264-9604, F: — 17 Wilson Street East, Perth, ON K7H 1L3 Email: marsha@codesmill.com Web: www.codesmill.com Description: Only an hour from Ottawa or Kingston, Code’s Mill on the Park is located in Perth in an elegant stone building. Capacities: Reception-200 Banquet-200 Theatre-200 Classroom-200 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: No

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Lago Bar Grill View Contact: Gyneya Dicks T: 613 235-5246, F: — 1001 Queen Elizabeth Drive, Ottawa, ON K1S 5K7 Email: gyneya.dicks@lagobargrill.com Web: www.lagobargrill.com Description: Open concept restaurant located in the heart of Ottawa’s scenic Dows Lake Pavillion along the Rideau Canal. Two separate banquet facilities with great menus - ideal for weddings, corporate events, of-site meetings and holiday parties. Capacities: Reception-440 Banquet-300 Theatre-300 Classroom-100 Caterer: Yes Audiovisual service: Yes Wheelchair access: Yes Loading dock: Yes

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Lansdowne Park Contact: Sales T: 613 580-2429, F: 613 564-1619 1015 Bank St, Ottawa, ON K1S 3W7 Email: lansdowne@ottawa.ca Web: www.lansdownepark.ca Description: Caters to an endless variety of events, from trade and consumer events to spectacular family shows and rock performances; from junior hockey to community events; from national and international competitions to the annual SuperEx. Capacities: Reception-— Banquet-— Theatre-2882 Classroom-— Caterer: — Audiovisual service: Yes Wheelchair access: Yes Loading dock: —

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Les Brasseurs du Temps Contact: Sidney Gill T: 819 205-4999, F: 819 205-1079 170 rue Montcalm , Gatineau, QC J8X 2M2 Email: info@brasseursdutemps.com Web: www.brasseursdutemps.com Description: Cultural, social and gourmet heartbeat of downtown, BDT is a world of flavours without compromise. Fully equipped meeting room, reception rooms and riverside patios. Capacities: Reception-150 Banquet-110 Theatre-125 Classroom-125 Caterer: Yes Exclusive Audiovisual service: Yes Exclusive BDT Wheelchair access: Yes Loading dock: No

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National Gallery of Canada Contact: Élyse BrYesllette T: 613 990-9133, F: 613 993-8433 380 Sussex Drive, Ottawa, ON K1N 9N4 Email: ebryeslette@gallery.ca Web: www.gallery.ca Description: From elaborate banquets and chic receptions in the Great Hall, to concerts in the Auditorium or an intimate function in the Water Court Foyer; the rich variety within the Gallery ensures the perfect venue for any occasion. Capacities: Reception-880 Banquet-450 Theatre-520 Classroom-— Caterer: Yes Exclusive Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: No

www.theplanner.ca

Coat check

Parking

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes — —

— —

— —

— —

— —

— —

— —

5762 3

3

12

3

9

18

9556 10

50000 45

1300 14 - 24

8721 109

Yes

Outdoors Public

No

Yes

Public

No

Yes

No

Yes

Yes

Yes

Yes

Free

Yes $

Yes

Yes

Portable

Outdoors

Yes

Indoors

Yes No

$

No

Yes Free

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—: Not available or not communicated

Nepean Sailing Club Contact: John MacCarthy T: 613-829-6462, F: — 3259 Carling Avenue, Ottawa, ON K2H 1A6 Email: nsc-hospitality@nsc.ca Web: www.nsc.ca Description: Located on the second level, the fully accessible East Room with its large windows offers a spectacular view of our harbour. Its adjoining deck also adds to the perfect venue to host meetings, workshops, mini trade shows, or social events. Capacities: Reception-130 Banquet-110 Theatre-140 Classroom-110 Caterer: Audiovisual service: Yes Exclusive Wheelchair access: Yes Loading dock: Yes

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Orchard View Wedding & Conference Centre Contact: Isabella M T: 613 821-2675, F: 613 821-4692 6346 Deermeadow Drive, Ottawa, ON K4P 1M9 Email: info@orchardview.ca Web: www.orchardview.ca Description: The only facility of its kind in the region. Located only 20 minutes south of downtown Ottawa, Orchard View is set in a tranquil atmosphere and can accommodate indoor events from 10 to 600, as well as outdoor events from 50 to 2,500 guests. Capacities: Reception-500 Banquet-400 Theatre-600 Classroom-200 Caterer: Yes Exclusive Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: Yes

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Ottawa Convention Centre \ Centre Des Congrès d’Ottawa Contact: Zoë Lomer T: 613 563-1984, 800 450-0077 F: 613 563-7646 55 Colonel By Drive, Ottawa, ON K1N 9J2 Email: zlomer@ottawaconventioncentre.com Web: www.ottawaconventioncentre.com Description: Bold design, naturally-lit interior, magnificent views: the all-new Ottawa Convention Centre offers an unparalleled, environmentally-responsible setting for Ottawa conventions, conferences, meetings and exhibits. Its sweeping window façade faces the Rideau Canal, UNESCO World Heritage Site and Parliament Hill. Capacities: Reception-5867 Banquet-3840 Theatre-7748 Classroom-4218 Caterer: Yes Exclusive Audiovisual service: Yes AVW Telav Non-Exclusive Wheelchair access: Yes Loading dock: Yes 7:30 - 15:30

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Palais de congrès de Gatineau Contact: Denis Carpentier T: 819 595-8000, F: 819 595-8012 50, boul. Maisonneuve, Gatineau, QC J8X 4H4 Email: dcarpentier@congresgatineau.com Web: www.congresgatineau.com Description: With new technology in place,it occupies a significant position in the circuit of major events and conferences in the Ottawa-Gatineau region. Capacities: Reception-4000 Banquet-2000 Theatre-3000 Classroom-1400 Caterer: Yes Capital Traiteur Audiovisual service: Yes Non-Exclusive AVW Telav Wheelchair access: — Loading dock: Yes

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Real Sports Bar and Grill Contact: Kathleen McGuire T: 613-680-7325 Ext: 209, F: 613-680-7208 90 George Street, Unit 100, Ottawa, Ont K1N5W1 Email: kmcguire@realsports.ca Web: www.realsports.ca Description: It is the only place where a fan’s ultimate game experience can transform into the ideal venue for social, private or corporate events. We pride ourselves in top notch service and fresh food in a unique space. Capacities: Reception-500 Banquet-350 Theatre-250 Classroom-— Caterer: Yes Exclusive Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: No

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Scotiabank Place Contact: Karen Speers T: 613 599-0194, F: — 1000 Palladium Drive, Ottawa, ON K2V 9J2 Email: speersk@scotiabankplace.com Web: www.scotiabankplace.com Description: Fully renovated and convertible up to 7,350 sq. ft., the space can accommodate a wide range of events from executive board meetings to cocktail receptions and gala dinners. Capacities: Reception-450 Banquet-350 Theatre-500 Classroom-288 Caterer: Yes Exclusive Aramark Service Audiovisual service: Yes Exclusive Wheelchair access: Yes Loading dock: Yes

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20

Portable

Coat check

Yes

Parking

1200

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes — —

1

No

Outdoors

Yes

Private

$

Free

Yes — —

5

5400

Yes

Yes

Indoors

Yes

10.5

Portable

Portable

Outdoors

$

Public

Yes — —

— —

— —

— —

28

15

9

55740

Portable

35

Yes Portable

26668

Yes

Yes

23

Portable

Portable

1200 —

7350 —

Yes

Yes

Yes Fee

Yes

Yes Indoors $

Yes $

Yes Outdoors

$

No

Yes Free

Yes

Yes

Volume 11, No. 04


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Strathmere Contact: Glenna Camposarcone T: 613 489-2409 x.221,800 495-6649 F: 613 489-2630 1980 Phelan Road, North Gower, ON K0A 2T0 Email: glennac@strathmere.com Web: www.strathmere.com Description: Located 30 minutes south of downtown Ottawa, 3 banquet and meeting facilities, 36 guest rooms, fabulous food, seasonal menus and much more. Capacities: Reception-225 Banquet-200 Theatre-200 Classroom-150 Caterer: Yes Strathmere Audiovisual service: Wheelchair access: Yes Loading dock: Yes 8am-2am Tudor Hall Contact: Sales T: 613 739-4287, F: — 3750 North Bowesville Road, Ottawa, ON K1V 1B8 Email: info@tudorhall.net Web: www.tudorhall.net Description: Located minutes from the Ottawa International Airport with easy access to the city’s business & entertainment areas. Ideal venue for virtually any corporate event: sales meetings, seminars, socials, and galas. Numerous hotels available within a 5 km radius. Capacities: Reception-1200 Banquet-1000 Theatre-1200 Classroom-540 Caterer: Yes Audiovisual service: Yes Non-Exclusive Wheelchair access: Yes Loading dock: Yes

www.theplanner.ca

2 34

— —

7

3

Yes

15

Free

1200 14

Yes

No

Indoors

Yes Public

Yes Portable

Coat check

2800

Parking

—: Not available or not communicated

Stage

$: Paid

Dance floor

M: Multifunction

Surface max.(sq.ft)/ Ceiling height (ft)

H: Hotel

Total # meeting rooms

Venue type

Legend

Total # suites/ guest rooms

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes $

Yes Outdoors

Yes

Free

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—: Not available or not communicated

Wakefield Mill Hotel & Spa Contact: Brigitte Emond T: 819 459 3475 x 106, 888 567-1838 F: 819 459-1697 60 Mill Rd, Wakefield, QC J0X 3G0 Email: ventes@wakefieldmill.com Web: www.wakefieldmill.com Description: Within a 25 minute drive of Ottawa and inside the Gatineau Park, the Wakefield Mill Hotel & Spa offers: 40 guest rooms, five function rooms, a fine dining restaurant and a casual restaurant both overlooking the waterfalls, a fireplace lounge, 2 full service spas, 2 outdoor hot tubs and outdoor swimming pool. Capacities: Reception-125 Banquet-80 Theatre-80 Classroom-30 Caterer: Yes Exclusive Audiovisual service: Yes Wheelchair access: — Loading dock: No

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West Carleton Meeting Centre Contact: Saeed Hadjifaradji T: 613 831-6471, F: — 2075 Richardson Side Rd, Ottawa, ON K0A 1L0 Email: saeed@wcmcweddings.com Web: www.wcmcweddings.com Description: Exclusive venue used for year-round wedding ceremonies, catering & licensed banquets for groups of 80-300 guests. Private country setting, minutes from Kanata, featuring landscaped gardens and patios. Capacities: Reception-250 Banquet-200 Theatre-250 Classroom-200 Caterer: Yes Audiovisual service: Yes Wheelchair access: Yes Loading dock: —

M

5

11

2

1600 —

3200 13

No

Yes

No

Coat check

No

Parking

$: Paid

Stage

M: Multifunction

Dance floor

H: Hotel

Total # meeting rooms

Total # suites/ guest rooms

Venue type

Legend

Surface max.(sq.ft)/ Ceiling height (ft)

2 0 1 3 o t ta w a - o u ta o u a i s v e n u e g u i d e

Yes Free

Yes

Yes Outdoors

Audio-visual Company

Contact

Address

City

Prov.

Postal Code

Tel.

Fax

Email

Website

Advantage Audio Visual Rentals Ltd.

Jeff Waito

77 Auriga Dr., Unit 5

Ottawa

ON

K2E 7Z7

(613) 727-9200

(613) 727-1224

sales@advantageav.com

www.advantageav.com

Baldwin Presentation Systems

Alex Coon

9 Capella Court Bay 2

Ottawa

ON

K2E 8T7

(613) 235-5263

(613) 235-4132

info@bpsys.com

www.bpsys.com

Capital Audio Technical Services Inc.

Ken Fraser

86 Burns Drive

Braeside

ON

K0A 1G0

(613) 567-5100

-

ken@catsound.ca

www.catsound.ca

DE Systems

François J. Brunet

2212 Gladwin Crescent, Unit C6

Ottawa

ON

K1B 5N1

(613) 723-1166

(613) 723-8756

fbrunet@desystems.com

www.desystems.com

Duoson Multimedia

Richard Provost 1177, Newmarket

Ottawa

ON

K1B 3V1

(613) 742-7474

(613) 742-3434

info@duoson.com

www.duoson.com

PM Event Services

Pat McWeeny

-

Ottawa

ON

-

(613) 296-6222

(613) 248-4556

pat@pmeventservices.ca

www.pmeventservices.ca

Podium Audio Visual

Chris Whiting

81 Auriga Drive

Ottawa

ON

K2E 7Y5

(613) 274-3100

(613) 228-3332

chris@podiumav.com sales@podiumav.com

www.podiumav.com

Wall Sound and Lighting

J.F. Meloche

1765, Courtwood Crescent

Ottawa

ON

K2C 3J2

(613) 225-2190

(613) 228-3218

jf@wallsound-lighting.com info@wallsound-lighting.com

www.wallsound-lighting.com

“Successful people spend at least fifteen minutes every day thinking about what they are doing and can do to improve their lives.” - (Sigmund 1999)

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Volume 11, No. 04


Vol. 11 No. 4  

Teambuilding. Included: The 2013 Ottawa - Outaouais Venue Guide.