MEETING Ottawa-Gatineau’s 2015 guide to event planning
in the Capital
Lansdowne
LIGHTS UP Redevelopment returns historic site to a prime events venue
A supplement to
April 20, 2015 • $5
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If you’re looking for a place to stage your next meeting, choose the Albert at Bay. Our state-of-the-art meeting facilities accommodate up to 300 delegates, with boardrooms and boardroom suites for executive get togethers. And once their work here is done, your guests get to relax and recharge in Ottawa’s biggest hotel suites, located right in the heart of downtown.
2
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. 1-800-465-7275 AT N . . O . T H S , O , . 1-800-465-7275 G I L THE SURPRISING DOWNTOWN OTTAWA HOTEL YOU MIGHT HAVE MISSED. 377 O'C ’ ONNOR STREET, OTTAWA,
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albertatbay.com | 1-800-267-6644 Ottawa-Gatineau’s guide to meeting planning
PUBLISHER Michael Curran EDITOR Peter Kovessy COPY EDITOR David Sali
Meetings 101: Budgeting basics Page 8
EDITORIAL CONTRIBUTORS Kate Chappell Lisa Holmes Steve Fouchard Michael Robinson Jacob Serebrin COPY EDITOR Krystle Kung CREATIVE DIRECTOR Tanya Connolly-Holmes GRAPHIC DESIGNERS Regan Van Dusen
Contents
SALES + MARKETING TEAM Kimberley Allen-McGill Wendy Baily Marc Nordemann-Keller Susan Salsbury Alison Stewart
How to ...
RESEARCHER Patti Moran
6 What’s new in Ottawa? 19 Events and festivals guide
CHIEF EXECUTIVE OFFICER Mark Sutcliffe PRESIDENT Michael Curran
Where to go?
Resort renos: How one couple turned an Ottawa Valley ski hill into a popular corporate getaway venue Page 16
SENIOR VICE-PRESIDENT OF SALES Don Mersereau
10 Unique venues 14 Cover story: Lansdowne Park’s multimillion-dollar makeover
Plus 13 24 28
How to plan a rural retreat Digital tricks to engage an audience The green side to Ottawa’s events industry
www.obj.ca
© 2015 Ottawa Business Journal Meeting in the Capital is published once per year by the Ottawa Business Journal. This publication contains information considered accurate at the time of printing. However, the publisher is not responsible for any errors or omissions that may occur. Reproduction in any form is prohibited without the written permission of the publisher.
The Ottawa Business Journal is published by Great River Media Inc. All original contents copyright ©2015 by the Ottawa Business Journal. Information and opinions in Meeting in the Capital are those of the authors and do not necessarily reflect the views of the publisher. Information contained herein has been compiled from sources believed to be reliable. While every effort has been made to ensure accuracy, this is not guaranteed. Company listings are considered current at press time. PRINTED IN CANADA
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MEETING IN THE CAPITAL 2015
Ottawa-Gatineau’s guide to meeting planning
WE CAME TO OTTAWA FOR A CONVENTION IT CAME WITH SO MUCH MORE “We brought our Annual Meeting to Ottawa for the first time in 16 years, and it was considered one of our best in many years. The Shaw Centre and hotels were exceptional. Our offsite event took flight at the Canada Aviation and Space Museum. And Ottawa Tourism made it all easy, from their initial bid through planning to assisting us with our spousal program during the event.” Sandra Wood, CMP Manager, Annual Meeting Canadian Medical Association
WWW.OTTAWATOURISM .CA/MEETINGS
OTTAWA PRIMER
What’s new in Ottawa?
T
he sugar-sprinkled BeaverTail may be Ottawa’s original claim to culinary fame, but an ever-expanding number of restaurants, craft breweries and bars are putting Canada’s capital on the gastronomical map. One of the city’s most famous restaurateurs, Stephen Beckta, reopened his flagship downtown location late last year after moving to the historic Grant House at 150 Elgin St. The relaunch of Beckta Dining & Wine follows a multimillion-dollar renovation project that preserved many of the 140-year-old building’s features, such as its crown moulding, rough red brick walls, ornate baseboards and window trimmings, which are now complemented by the fine dining establishment’s new sleek and modern decor. In addition to the dining rooms on the first and second floors, the restaurant also features a wine bar for walk-in patrons. For a more casual lunch or evening out, Sens House opened its bar and grill in the ByWard Market last year as a home for Ottawa hockey fans unable to make it to the Canadian Tire Centre. Its rows of high-definition televisions and hockey paraphernalia make it an ideal spot to watch the game. However, the restaurant and bar has plenty to offer even when the Senators aren’t on the ice, including a 1,500-square-foot patio with a retractable roof. Elsewhere, the Bier Markt recently opened its bar and restaurant on the Sparks Street pedestrian mall, featuring one of the largest selections of ales, lagers and pilsners in town. In total, there are some 150 beers on offer from around the world. For those keen to sample something more local, Ottawa is home to a growing number of craft breweries that can provide a unique backdrop for a corporate getaway. For an overview of what’s on tap in the Ottawa area, as well as behind-the-scenes insights into the art of making beer, Brew
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MEETING IN THE CAPITAL 2015
Beckta Dining & Wine. Photo by Roy Googan
Donkey offers private group tours of breweries in the region. Another new and unconventional team-building activity is Ottawa City Rafting, which offers whitewater adventures in the shadow of Parliament Hill.
IN THE PIPELINE
Tours are operated by Wilderness Tours, which has run rafting trips on the Ottawa River west of the city for four decades. Corporate trips are organized so that every team member can participate and work together. A rendering of the National Art Centre’s planned redevelopment.
Ottawa will be home to a handful of new lodgings in the coming years, including the 148-room Alt Hotel, located inside a new residential condominium development in the central business district dubbed The Slater. It’s due to welcome its first guest next year. Also scheduled to open in 2016 is Canada’s first Andaz Hotel, an affiliate of Hyatt Hotels. To be located in the ByWard Market, the 200-room facility is also slated to include a restaurant as well as a rooftop bar and lounge featuring an outdoor terrace. South of the city centre, an expansion of the Hilton Garden Inn Ottawa Airport – which will add 128 rooms, bringing the total to 295, as well as enlarging its restaurant, the Garden Grille and Bar – is scheduled to be completed this year. Elsewhere, the National Arts Centre is undergoing a $110.5-million renewal and the Westin Ottawa is looking at constructing a new glassenclosed ballroom that overlooks Parliament Hill. Both projects are due to be completed in time for Canada’s 150th birthday celebrations in 2017. While the biggest celebrations that year will still take place on July 1, local tourism officials are working to ensure that the festivities stretch from January to December. Ottawa-Gatineau’s guide to meeting planning
where business meets pleasure where business meets pleasure
C O N F E R E N C E • S PA • G O L F • D I N I N G • S O C I A L E V E N T S
C O N F E R E N C E • S PA • G O L F • D I N I N G • S O C I A L E V E N T S
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GETTING ORGANIZED
CUT HERE
Meetings 101 Source: thegreatevent.com
START HERE
Event planning checklist 6 to 12 months ahead Yes No m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m m
Decide event purpose (raise funds, visibility, celebration, etc.) Choose a theme Visit potential sites Research/appoint an event coordinator/manager Research/select committees/chairpersons Chairperson forms subcommittees Get cost estimates (site rental, food, drinks, sound/lights, etc.) Get recommendations for entertainment; hold auditions Get bids for entertainment Get bids for decorations Get bids for design/printing Get bids for other major items Finance committee drafts initial budget Decide on admission cost Create sponsorship amounts/levels List items to be underwritten and possible sources Research/approach honorees Compile mailing list (individuals/businesses) Check proposed date for potential conflicts, finalize date in writing Get written contracts for site
THE DETAILS
Event budget planner Venue
Rental fee $__________ Permit(s)/licence $__________ Labour $__________ Subtotal $__________
Rentals
Heat/air $__________ Furniture $__________ Tables $__________ Registration tables $__________ Chairs $__________ Pipe and drape $__________ Carpeting/flooring $__________ Props $__________ Tents/canopies $__________ Staging (skirting, stairs) $__________
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MEETING IN THE CAPITAL 2015
Risers Stanchions/ropes Labour Subtotal
Food services
Food Beverages Bartender fees Catering fees Equipment Tables/chairs Supplies - linens, china, glasses, utensils Labour/staff Gratuities Tax
$__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________
BEYOND THE NAME TAGS: Keeping things organized, on-budget and on-time will result in an all-around successful event Health permits $__________ Personnel/VIP/guests/ volunteers $__________ Misc. charges $__________ Subtotal $__________
Audio-visual
Television monitors $__________ Video players/recorders $__________ Cameras $__________ Projectors $__________ Screens $__________ Lecterns/podiums $__________ Microphones $__________ Sound system $__________ Walkie-talkies $__________ Pointers/marking pens $__________ Flip charts $__________ Blackboards $__________ Technical staff $__________ Labour $__________ Subtotal $__________
Electrical
General lighting Special lighting Generator Extension cords Video production Other rentals Labour Subtotal
Decorations
Event decor Stage decor Stage backdrop Centerpieces/table decor Flowers/plants Candles Balloons Specialty linen Chair covers Signs Props Paper supplies Misc. charges
$__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________
Ottawa-Gatineau’s guide to meeting planning
Labour Subtotal
$__________ $__________
Entertainment
Music $__________ Talent $__________ Celebrity $__________ Speaker’s fees $__________ Models $__________ Labour $__________ Other $__________ Subtotal $__________
Utilities/waste management Water hookup Restrooms/portopotties Trash/dumpsters/ Receptacles Disposal service Setup crew Cleanup crew Supplies Misc. Subtotal
$__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________
Promotion/advertising
Print $__________ Web $__________ Radio $__________ TV $__________ Show signs $__________ Street signs $__________ Directional signs $__________ Banners $__________ Printed photos $__________ Promotional items $__________ Radio/TV/video production $__________ Subtotal $__________
Insurance
Gen. liability insurance Rider Specialized Subtotal
CUT HERE
Design & printing Designer Business cards Brochures Media kit Registration packets Posters Flyers Invitations Tickets Letterhead/envelopes Specialty items Duplicating/photocopies Logo Program Subtotal
$__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________
Misc. printing/specialities Menus Maps Sponsor signs
$__________ $__________ $__________
Ottawa-Gatineau’s guide to meeting planning
Special area VIP area Name Tags/holders Place cards Awards, recognitions Engraving Certificates Prizes Frames Thank you cards Other Subtotal
Personnel
Event manager Show/event staff Additional staff Overtime Host/hostesses Registration Consultants Public relations Other Subtotal
$__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________
Misc. costs
Accounting $__________ Legal counsel $__________ Office supplies $__________ Office equipment $__________ Phone $__________ Ticket sales fees $__________ Warehouse $__________ Mileage $__________ Parking $__________ Extra supplies $__________ Event photographer $__________ Event videographer $__________ Coat check $__________ Volunteers $__________ (Appreciation activity/gifts) $__________ Complimentary tickets $__________ Taxes $__________ Misc. gratuities $__________ Specialized labour $__________ Other $__________ Subtotal $__________ Total Expenses $__________
Income Event income Booth space sales Ticket sales/admission Sponsors/underwriters Donations Merchandise Raffle Auction Bar Ad program Other Total Income Event profit or loss
$__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ $__________ MEETING THECAPITAL CAPITAL 2015 2015 MEETING ININ THE
9 9
VENUES
10
unique meeting spaces in the capital WRITTEN BY KATE CHAPPELL
1
Avalon Studios
738 Bank St., Ottawa 613-744-5353 avalonstudios.ca Using Avalon Studio as a meeting venue may prompt participants to take on a decidedly more dramatic flair than usual. That’s because Avalon Studios is the home of the Avalon Theatre, home to what was once one of Ottawa’s oldest movie houses. It is now the home of
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MEETING IN THE CAPITAL 2015
The Acting Co., but is available to rent for fundraisers, workshops, meetings, event launches and productions. Located in the Glebe, the main Avalon Theatre features 60-foot ceilings, brick walls and a mezzanine. In addition, two more theatres (the 2nd Studio and the Chaplin Studio) were added in 2013 and 2014, all of which feature hardwood floors, Wi-Fi, high ceilings, surround sound and lighting.
2
Harbourview Hall at the Nepean Sailing Club
3259 Carling Ave., Ottawa 613-829-6462 harbourviewhall.com What better view to break up a day of meetings than watching sailboats cut through the waters of the Ottawa River, with the Gatineau Hills rolling just beyond? That is the scene at Harbourview Hall at the Nepean Sailing
Ottawa-Gatineau’s guide to meeting planning
120 chairs. The room can be reached via either interior or exterior staircases and is wheelchair accessible by elevator.
3
Velvet Room
62 York St., Ottawa 613-241-6810 velvetroom.ca With its rich red-coloured walls and antique furniture, The Velvet Room is not a typical corporate meeting place. Not to mention the fact that it is a nightclub on Friday and Saturday nights and hosts murder mysteries. However, its decor – modeled after a 1920s speakeasy establishment – just might spark some original ideas among your participants. Located in the heart of the ByWard Market, the Velvet Room is available for events from Monday through Friday during the week as well as during the day on Saturday. The Velvet Room is equipped with Wi-Fi and a large projector and can accommodate up to 150 people. Catering is also available.
4 1 Club. Located on the second floor of the hall, the building’s award-winning architecture of wood beams resembles a sail boat. The 1,200-square-foot room can accommodate between 15 and 120 participants and break-out rooms are available. The room also includes a 12foot power-operated screen, multimedia and public address system and a full bar. For meetings, Harbourview can provide 60-inch-diameter round tables, four and eight-foot rectangular tables and Ottawa-Gatineau’s guide to meeting planning
Aquatopia Conservatory
2710 March Rd., Ottawa 613-225-7663 aquatopiaevents.com For a more tranquil, laid-back vibe, Aquatopia offers a natural environment on 24 acres in Carp, west of Ottawa. The four-season venue was founded by water garden enthusiasts Nicholas Bott and Catherine Neville and showcases lush vegetation, stone floors and unique architecture. For meetings, the venue can accommodate up to 150 people and provides a public address system, Wi-Fi and optional catering by award-winning Tulips and Maple. Should you wish to increase the ambiance, Aquatopia staff are on site as event planners and can create added touches such as flowers and valet service as well as photo and video recording.
5
Great Canadian Theatre Co.
1233 Wellington St. W., Ottawa 613-236-5192, ext. 228 gctc.ca While the Great Canadian Theatre Co. has become a creative icon in Ottawa, its newly constructed, modern Irving Greenberg Theatre Centre is an ideal venue for sparking new ideas for your next meeting. The GCTC itself is
5 celebrating its 40th anniversary in 201415, with the new building in Ottawa’s West Wellington neighbourhood erected in 2007. The venue is comprised of three theatres: the Mainstage, which can accommodate 250 people; the Fritzi Gallery, which has standing capacity for 130 people; and Domicile Hall, which can accommodate 150 standing. In addition, it features two spacious lobbies and state-of-the-art sound systems.
6
Real Sports Bar & Grill
90 George St., Ottawa 613-680-7325 realsports.ca Amp up the competition and big ideas at the Real Sports Bar, where everything is “bigger and better.” The 14,000-squarefoot venue can accommodate between 50 and 500 people and features a 27-foot HD television screen, 30 beer selections from 82 taps (perhaps to enjoy after the meeting), 15 flavours of wings and 11 burgers. The Real Sports Bar & Grill opened in November 2012 and is located in Ottawa’s ByWard Market. Catering can be customized to each event, as can the venue’s configuration and it is fully accessible for individuals with disabilities. MEETING IN THE CAPITAL 2015
11
visitors, the NAC is near major hotels and has underground parking and a restaurant.
8
The Rideau Club
99 Bank St., Ottawa 613-233-7787 rideauclub.ca As one of Ottawa’s most exclusive and historical venues, the Rideau Club is a stately and sober choice for your next meeting or event. In fact, the Rideau Club is celebrating its 150th anniversary in 2015, but the facilities it provides are modern for a meeting planner’s needs. The Rideau Club features a lounge, dining room with views of the Parliament Buildings, private meeting rooms, a plasma television, snooker and billiard tables and a library. In addition, the Club provides business and communications facilities for all events and meetings, as well as underground parking and access to downtown hotels.
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7
National Arts Centre
53 Elgin St., Ottawa 613-232-5713 nac-cna.ca Surround your meeting with the prestige and history of the Parliament Buildings, Confederation Square and Ottawa’s downtown core by hosting an event at the National Arts Centre. With meeting rooms overlooking Parliament Hill and the Rideau Canal, the five unique spaces can accommodate groups of between 25 and 1,000 people. The experienced event planning team provides catering services and connections to the city’s suppliers of A/V equipment and decor. In addition, every meeting room has a podium and microphone, and the building has WiFi. Should you be inviting out-of-town
9
Canadian War Museum
1 Vimy Pl., Ottawa 819-776-7018 warmuseum.ca The striking, vast Canadian War Museum overlooking the Ottawa River and just below the Parliament Buildings
presents Canada’s military past and how it shaped the country. However, the award-winning and sustainably designed structure is also an ideal venue for a meeting or event. The museum has a variety of impressive halls, intimate conference rooms and a state-of-theart theatre. The two meeting rooms can accommodate groups of between 10 and 50 people, while the banquet and reception halls can accommodate larger groups. In addition, catering services are available, as is plenty of parking and easy access to the downtown core.
10
Brookstreet Hotel
525 Legget Dr., Ottawa 613-271-3582 brookstreethotel.com A little golf between your meetings? Or perhaps a visit to an exclusive spa in Ottawa’s west end? This is what you can experience if you plan a meeting or event at the Brookstreet Hotel. The four-diamond golf, wedding, conference, dining and spa facility is also equipped with modern web-casting, video-conferencing and multimedia presentation support. With more than 22,000 square feet of meeting space in 18 rooms, there is also a ballroom, outdoor pavilion and 24-hour business centre, not to mention a restaurant and fitness centre. At the end of the day, guests can also enjoy live jazz music.
One location, many choices! Featuring the
Ottawa Conference and Event Centre (formerly Hampton Inn Ottawa & Conference Centre)
• 43,000 sq. ft. of event & meeting space • 37 meeting rooms, 2 ballrooms, 2 amphitheatres • Complimentary parking throughout • Complimentary hi-speed internet at both hotels
• 397 guest rooms at the Courtyard • 179 guest rooms at the Hampton • All guest rooms include microwave and mini-fridge • Right off Hwy 417, one exit from downtown Ottawa
Ottawa East
613-741-9862
613-288-3450
613-741-2300
www.courtyardottawaeast.com • www.ottawaconferenceandeventcentre.com • www.hamptoninnottawa.com
100 - 200 Coventry Road, Ottawa 12
MEETING IN THE CAPITAL 2015
Ottawa-Gatineau’s guide to meeting planning
RURAL RETREATS Benefits
Wilderness adventures How to get the most from time away from the office WRITTEN BY STEVEN FOUCHARD
G
ood business requires good collaboration. A corporate retreat can provide an ideal environment to get ideas flowing. An overnight or even multi-night retreat offers work colleagues the opportunity to get to know each other better in an informal setting. That, experts say, makes for better inter-office relations. Strathmere, located 30 minutes outside Ottawa in the village of North Gower, may be best known as a wedding venue but it opened more than three decades ago specifically as an executive retreat venue. Ottawa-Gatineau’s guide to meeting planning
CEO Mary McGill says retreats come in many different forms, with groups coming for single days or overnight meetings. Others stay a week or more, typically for training-related activities. “We’ve had groups come for 10 days, working from morning to night. They’ve got a heavy agenda,” Ms. McGill says. However, she says the typical duration is one to three days. “We do get one-week retreats or training sessions but now, with the busy lives people lead, employers don’t want to pull their people away from the office for more than a few days.” Ms. McGill says she will steer clients away from Strathmere if they’re planning shorter-term events such as breakfast meetings or others open to the general public. “If people have to get in and get out, it’s the sort of thing that should be done close to the office.”
Some managers may question how much is gained from corporate retreats, and whether it’s worth the time away from the office. However, Grace Vale – a conference planning and events expert with west Ottawa-based Venues – says the benefits are clear. “Corporate retreats have tremendous value in terms of staff morale,” she says. “(Many employees) are compressing an 18-hour day into eight hours. They may work in an organization but the only people they know are their immediate team members. At an event like a retreat, they’re able to engage more with their coworkers.” Given the packed schedules to which many employees are accustomed, Ms. Vale says she likes to ensure retreat participants are kept busy. Despite the urge to have employees completely disconnect from their normal routines, Ms. Vale says she doesn’t ask participants to go without their phones at a retreat. In fact, they can also be useful tools, particularly when they’re used for geocaching, a popular, scavenger hunt-like game using GPS technology. “It allows them to explore in a very fun and current way. And it’s very costeffective.” Planning activities at a retreat means appealing to a wide range of personality types and cultural preferences, she adds. “You can’t force people to participate. You have to look at the demographic, the cultural mosaic, and create programs that will appeal. Those who prefer not to participate should enjoy watching.” Retreat quick tips: • Know the demographics and cultural preferences of participants. Plan activities with wide appeal and that introverts can benefit from just by watching. • Keep them busy. For most people, a packed schedule is the norm. • For team activities, six people per team is optimal. • Rather than ask people to ignore their phones or tablets, find activities they can be incorporated into, such as geocaching.
MEETING IN THE CAPITAL 2015
13
COVER STORY
The
jewel of the city What the new Lansdowne Park has to offer event planners WRITTEN BY JACOB SEREBRIN
O
nce called an eyesore, it’s now described as a jewel. Until recently, Lansdowne Park was known more for being home to a crumbling stadium and expansive parking lots. In 2009, the city partnered with the Ottawa Sports and Entertainment Group, owner of the Ottawa RedBlacks football team, to undertake a massive redevelopment of the site. The project, which carried a price tag estimated at around $300 million, was largely completed in August but some final touches – such as the opening of a new movie theatre on the site – are coming this spring. A big part of the redevelopment is 7.3 hectares of green space along the Rideau Canal. That includes the open grass of
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MEETING IN THE CAPITAL 2015
Green space is a big part of what sets the new Lansdowne Park apart from other event venues in the city the Great Lawn, playgrounds, paths and picnic space as well as an orchard featuring heirloom apples. That green space is a big part of what sets the new Lansdowne Park apart from other event venues in the city, says Delores MacAdam, the program manager
at the City of Ottawa’s Events Central. “It’s the natural beauty of the park,” she says. “You’ll fall in love with it and the risk is that you won’t want to leave.” In addition to the green space, there’s the historic Aberdeen Pavilion and Horticulture Building as well as the outdoor South Court. The TD Place stadium’s Club Level is also available for events and meetings. The field itself is also available on some dates. There’s also the possibility of using multiple venues at the site for larger events. “There are so many capabilities at Lansdowne,” says Mike Cerha, TD Place’s vice-president of venue operations and entertainment. “You can do everything.” Ottawa-Gatineau’s guide to meeting planning
Early successes Between the different venues, the park can accommodate anything from small groups to thousands of people. While OSEG manages the stadium and retail facilities, the city handles the green spaces and the pavilions. One event that used both city and OSEG facilities at TD Place and Lansdowne Park was the Polar Hero race in January, Ms. MacAdam says. The five-kilometre race started in the Aberdeen Pavilion, with runners heading to the stadium, where they ran up and down the stairs and then back to the park to tackle a snow-covered obstacle course. The site is also well-suited to other, less intense, events. Recent happenings include yoga under a full moon and Sax in the City, a concert held in the Horticulture Building as part of Winterlude. Elsewhere on the 16-hectare property, the Aberdeen Pavilion was used by the Scottish Society of Ottawa for its Hogmanay, a traditional New Year’s Eve party. “It started as a family event during the day,” Ms. MacAdam says. “Then, at night, there was a concert.” The evening, which included scotch tasting, was rounded out with fireworks. Adjacent amenities When it comes to planning events at Lansdowne, Ms. MacAdam says meeting planners need to ask themselves what kind of experience they want for attendees. Whatever they answer, “we can create that,” she says. The outdoor spaces also create the opportunity for team-building exercises. For example, in the winter, organizations could hold group races on the nearby Rideau Canal Skateway, Ms. MacAdam suggests. With so many different public and private events going on at the same time, she recommends meeting and event planners also “take advantage of what is happening at the park and the surrounding area.” There’s also shopping, restaurants and a movie theatre which, depending on the type of meeting or event, could allow for a nice break, Ms. MacAdam says. “We have over 10 restaurants on-site,” says Mr. Cerha, adding they include everything from the “low-key to very high-end.” Many of them aren’t found anywhere else in Ottawa, including Vancouver’s Joey and the South St. Burger Co. from Toronto.The Lansdowne area also boasts a Whole Foods Market, a Sporting Life and an LCBO. In another first for Ottawa, the Cineplex Cinemas at the site includes VIP-branded theatres offering in-seat food and alcohol service. Ottawa-Gatineau’s guide to meeting planning
LANSDOWNE PARK VENUES ABERDEEN PAVILION Colloquially known as the Cattle Castle, the Aberdeen Pavilion was used for agricultural exhibitions as well as by the military during both World Wars and the Second Boer War. It was also the site of the 1904 Stanley Cup final. The building can now hold around 7,000 people or be sectioned off and scaled down for smaller events. “It’s raw concrete floor but it’s beautiful,” says Ms. MacAdam. The United Way has used the building for breakfasts to kick off its annual fundraising campaign. It’s also the winter home of the Ottawa Farmers’ Market.
It’s already been used for gatherings such as outdoor yoga and will be open for casual sports and general outdoor enjoyment. SOUTH COURT This outdoor space features an interlocked stone surface and is wide open except for some benches. It can host up to 7,000 people. “It’s big enough that someone can do an event there and it’s not touching the Great Lawn,” Ms. MacAdam says. She notes the South Court is a good place for happenings such as concerts.
HORTICULTURE BUILDING “I think the (Horticulture Building) is the jewel of the city,” Ms. MacAdam says. “It’s been converted back to its original state.” That meant restoring large windows and exposed brick walls. “Anywhere in that building, you can see the park,” she says. The building can hold about 700 people and is highly versatile. Tables and chairs are available and it has a kitchen. “We’ve done concerts, weddings and meetings in there,” Ms. MacAdam says. The building also has a meeting room and “hub stations” – small offices that the city plans to rent to festival organizers on a monthly basis.
TD PLACE CLUB LEVEL Nestled above the stadium seats is the TD Place Club Level. “It’s not four walls,” says Mr. Cerha. “You’ve got the view of the stadium (and the Rideau Canal) … It’s just an awesome view,” he adds. Events can be scheduled while a practice is taking place below. Organizers can even make use of the field when scheduling permits. While the ability to use TD Place for meetings and events has been kept pretty low-key, Mr. Cerha adds that “we’re just like a convention centre; we have the same equipment.” The stadium’s other commitments do mean “confirmation time is a little tighter” than meeting planners might be used to, he says.
GREAT LAWN With room for 17,000 people, the Great Lawn will be “absolutely spectacular,” Ms. MacAdam says. It will be the new home of the recently renamed Ottawa Folk Festival, now called CityFolk. Preserving the lawn’s grass is going to be a priority for the city but that doesn’t mean the Great Lawn will be limited to the occasional large event.
BONUS: STANDING AREA ABOVE THE 100-LEVEL SOUTH-SIDE STANDS While it’s not an official meeting place, some people say it’s become one of the hottest business networking areas in the city during RedBlacks games. While Mr. Cerha says he hasn’t heard that, “I wouldn’t doubt it,” he says. “It’s very popular; it’s like a microcosm of the city.”
MEETING IN THE CAPITAL 2015
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MORALE-BOOSTING MEETINGS
Ski meet
E
ntrepreneurs from all corners of Ottawa’s business scene are showing off their wild side by moving meetings from the office to the great outdoors. As a result, organizers no longer have to choose between whether a host venue is for business or for pleasure. Because at a ski resort, meetings can be both. This advantage is especially important considering a conference’s setting can affect the productivity of participants, says Paul Murphy, president of the privately owned Calabogie Peaks Resort. “Consider this: an individual finds themselves daydreaming during a meeting at work,” he says. “But instead of looking out the window to see a boring parking lot and endless skyscrapers, they see trees and deer. “Now, who is going to be more productive?” From stocks to slopes Mr. Murphy should know. He and his wife, Liz, have already experienced the transition from concrete jungle to rural wilderness when they moved from New York City’s Wall Street to the Ottawa Valley six years ago. Mr. Murphy was an investment banker
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MEETING IN THE CAPITAL 2015
How a former Wall Street couple turned Calabogie Peaks into Eastern Ontario’s largest mountain resort and a popular corporate getaway venue WRITTEN BY MICHAEL ROBINSON
for nearly three decades before he made the move. He had no experience operating a ski resort, but it wasn’t long before he started tapping into his rolodex to connect with ski resort owners in the eastern United States.
A conference’s setting can affect the productivity of participants. “This isn’t the type of business you can learn from a textbook,” Mr. Murphy says. “You need to be on-site and apply unique solutions specifically tailored to a resort. “ After speaking to those already experienced in the business, the couple began to plan the resort’s overhaul. “One of the things we discovered early on is that we needed to make an investment in all (four) seasons,” says Mr. Murphy. Throughout the spring and summer, the resort operates what it calls a 25-room boutique hotel, condominium and cottage
lodging facilities as well as a nine-hole golf course, lakeside bar and grill and docking and water activities combined with miles of hiking and biking trails. Additionally, the couple has made major upgrades to Calabogie’s alpine facilities. This included a four-year, $3 million installation of a new snowmaking system and $3 million more to expand the resort to accommodate both larger meetings and more skiers. The business of meetings That’s helped Calabogie Peaks earn the title of Eastern Ontario’s largest mountain resort and attract some 150,000 visitors annually. However, a growing share of the property’s revenues is coming from hosting corporate events. “The meeting scene here is growing steadily,” says Ms. Murphy, who works as director of marketing at the resort. She estimates it currently makes up a quarter of the company’s business. “More and more functions are being held here to specifically escape from the city.” One such occasion was when Calabogie hosted a technology company whose intention was to cut cords and remain Ottawa-Gatineau’s guide to meeting planning
MAKING A RESORT MEETING WORK
disconnected for a weekend of distractionfree brainstorming. “The group settled in at one of our remote cabins situated alongside the river, two hours from the main resort,” says Ms. Murphy. “We helped them go back to the basics with big easels and cork boards where it was just them and their thoughts.”
If attendees have expectations of reliving their youth by going out on the town and hitting the bar, Ms. Murphy said they may be disappointed. Many ski resorts are located outside of city limits, which means participants may have limited access to clubs and bars. “We have people book meetings here for that exact reason,” Ms. Murphy says. “They want participants to focus and not have those types of distractions that are found in the city.”
O T TAWA
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Tel: 613.748.7800 Toll Free: 1.800.387.4381 Fax: 613.748.0499 MEETING IN THE CAPITAL 2015
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© Serge Fournier
Unforgettable Events in the National Capital Region
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MEETING IN THE CAPITAL 2015
Service and Culinary Expertise
CANADIAN WAR MUSEUM 1 Vimy Place, Ottawa Ottawa-Gatineau’s guide to meeting planning
e
A W A T T O & FESTIVALS 2015
EVENTS
of culture, s n o ti ra b le ce e th ll a Your guide to capital ’s a d a n a C in ts r o sp food, music & RICHARD TERMINE PHOTO
Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
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2015 EVENTS & FESTIVALS
MAY Latin American Film Festival Library and Archives Canada
The festival showcases features, documentaries and short films from south of the Rio Grande.
April 25-May 9 613-232-6727 cfi-icf.ca
Ottawa ComicCon EY Centre
A celebration of pop culture and entertainment from the worlds of comic books, sci-fi, fantasy, anime, gaming and more.
May 8-10
ottawacomiccon.com
Ottawa International Children’s Festival LeBreton Flats
A celebration of the performing arts for young audiences and their families, featuring theatre, dance, arts and music from highly acclaimed international and local artists.
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MEETING IN THE CAPITAL 2015
May 4-13
613-241-0999 ottawachildrensfestival.ca
Canadian Tulip Festival Throughout Ottawa-Gatineau
An annual celebration showcasing a million tulips throughout the National Capital Region.
May 8-18
613-567-5757 / 800-66-TULIP tulipfestival.ca
A Musical Taste of Our Canadian Heritage
Algonquin College Commons Theatre
More than 50 performers in one integrated, historical narrative showcasing the roots and development of Canadian music.
public in to share the secrets of architecturally and historically significant buildings.
June 6-7
613-580-9674 ottawa.ca/doorsopen
Ottawa Fringe Festival Various locations
A celebration of the arts and an opportunity for local, national and international artists to showcase original work.
June 18-28
Major’s Hill Park
613-232-6162 ottawafringe.com
June 11-13
Tim Hortons Ottawa Dragon Boat Festival
Franco Ontarian Festival Concerts, street art and entertainment celebrating Franco-Ontarian culture.
Mooney’s Bay Park
613-321-0102 ffo.ca
A celebration of the historic Chinese tradition of boat racing alongside a children’s activity area and multicultural performances.
Italian Week Ottawa
June 25-28
Preston Street
A celebration of music, food and cultural activities.
613-238-7711 dragonboat.net
613-858-9086 italianweekottawa.org
JULY
JUNE
WESTfest
Canada Day
Doors Open Ottawa
Westboro Village’s festival of music, art and life.
Building owners unlock their doors and welcome the
613-729-3565 westfest.ca
May 12-14
613-321-2066 odysseyshowcase.org
Various locations
June 11-21
Richmond Road
June 13-14
Downtown Ottawa and Gatineau Canada’s 148th birthday in the capital resonates with
Ottawa-Gatineau’s guide to meeting planning
2015 EVENTS & FESTIVALS
pageantry and the sounds of celebration.
July 1
819-997-0055 / 866-811-0055 canadaday.gc.ca
Varekai by Cirque du Soleil Canadian Tire Centre
A blend of circus arts and street entertainment following the story of a young man parachuted into the shadows of a magical forest.
July 2-5
800-450-1480 cirquedusoleil.com/varekai
GoodLife Fitness City Chase Downtown Ottawa
Canada’s largest urban adventure race featuring teams navigating their way through the city.
July 18
goodlifefitnesscitychase.ca
Ottawa Busker Festival Sparks Street Village
Unorthodox entertainment by street performers from around the world.
July 30-Aug. 3
613-230-0984 ottawabuskerfestival.com
AUGUST Colonel By Day Bytown Museum
Live music, dancing, heritage demonstrators, costumed characters and games.
Aug. 3 H.O.P.E. Volleyball SummerFest Mooney’s Bay Park
The world’s largest one-day outdoor beach volleyball tournament alongside a variety of entertainment events.
July 11
613-742-4673 hopehelps.com
Ottawa Lebanese Festival St. Elias Cathedral
Middle Eastern food, entertainment and heritage.
July 15-19
613-738-2222 www.ottawalebanesefestival.com
613-234-4570 www.bytownmuseum.com
Festival of India
Marion Dewar Plaza (Ottawa City Hall) Music, dance, cinema and handicrafts.
Aug. 7-9
613-739-7028 festivalofindiaottawa.org
SEPTEMBER Gatineau Hot Air Balloon Festival
Oct. 2-3
866-585-2337 beausoktoberfest.ca
Gatineau
Canada’s largest balloon festival.
Sept. 3-7
819-243-2330 / 800-668-8383 montgolfieresgatineau.com/en
Oktoberfest Ottawa
Clarke Fields Park, Barrhaven
Local beer, food, performers and the biggest Bavarian beer hall in Ontario.
Ottawa International Animation Festival
Oct. 2-4
Various locations
613-769-4800 oktoberfestottawa.com
North America’s largest animation festival.
Sept. 16-20
613-232-8769 animationfestival.ca
NOVEMBER
CityFolk 2015
National War Memorial
Remembrance Day Ceremony
Festival highlighting Canadian traditions with music,
A moving ceremony of remembrance for the men and women who have served in Canada’s military.
dance, storytelling and crafts.
Nov. 11
Lansdowne Park
Sept. 17-20
613-591-3335 legion.ca
613-230-8234 / 877-730-8234 cityfolkfestival.ca
Carp Fair
Village of Carp
A celebration of agriculture in Ottawa’s countryside.
Sept. 24-27
613-839-2172 carpfair.ca
Sound of Light
Canadian Museum of History
International fireworks competition.
Aug. 8-22
(Wednesdays and Saturdays)
819-771-3389 feux.qc.ca
Ottawa-Gatineau’s guide to meeting planning
OCTOBER Beau’s Oktoberfest Vankleek Hill, Ont.
.
Bavarian-inspired food, beer, live music and events
MEETING IN THE CAPITAL 2015
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2015 EVENTS & FESTIVALS
We Call Them Vikings
Body Worlds: Animal Inside Out
Canadian Museum of History
l Interactive exhibit drawing on recent archaeologica were, really Vikings the who discoveries to explain where they came from, and how they lived.
Canadian Museum of Nature
Presented for the first time in Canada, this exhibition leads guests on an exploration of what lies beneath the surface of animals.
Dec. 3, 2015-April 17, 2016 819-776-7000 / 800-555-5621 historymuseum.ca
Until Sept. 20
613-566-4700 / 800-263-4433 nature.ca
Canadian Geographic Challenge
SPORTS & ATHLETICS
Canadian Museum of Nature
Canada’s biggest geography challenge returns to Ottawa with host Alex Trebek.
May 4
canadiangeographic.ca
Chagall: Daphnis & Chloé
Ottawa Fury FC
Illustrations of the pastoral idylls of the goatherd Daphnis and the shepherdess Chloé on the island of Lesbos as recounted in a
Sixteen North American Soccer League home games
National Gallery of Canada
MUSEUMS, GALLERIES & STAGES
Until Jan. 3, 2016 613-234-4570 bytownmuseum.com
1867: Rebellion and Confederation Canadian Museum of History
Explore the three decades that led up to the foundation of Canada through never-before-seen artifacts and activities.
Until Jan. 4, 2016
819-776-7000 / 800-555-5621 historymuseum.ca
Terry Fox: Running to the Heart of Canada
Alex Colville
National Gallery of Canada
A fresh perspective on the work of one of Canada’s most celebrated artists.
Until Sept. 7
613-990-1985 / 800-319-2787 gallery.ca
Ontario Scene
National Arts Centre
Musicians, actors, dancers, choreographers, visual and media artists, filmmakers, writers and master chefs take over Ottawa.
April 28-May 10
Canadian Museum of History
613-947-7000 / 866- 850-2787 ontarioscene.ca
Until Jan. 24, 2016
BioART: Collaborating with Life
Thirty-five years later, relive Terry Fox’s Marathon of Hope in the largest exhibition of its kind.
819-776-7000 / 800-555-5621 historymuseum.ca
Hidden in Plain Sight: Ottawa’s History Bytown Museum
This temporary exhibition compares and contrasts historic photographs from the museum’s primary s artifact collection with modern digital interpretation
Karsh-Masson Gallery
This group exhibition explores contemporary collaborations between human artists and other s species in the lab, the wilderness and cities toward ks. the production of biological artwor
April 28-May 31
613-580-2424 ottawa.ca/en/liveculture/ karsh-masson-gallery
TD Place at Lansdowne Park
Until Oct. 18 (check schedule) ottawafuryfc.com
semi-erotic second-century Greek tale.
May 23-Sept. 13
Parliament Hill Yoga
Magnetic North Theatre Festival
Free yoga sessions on the lawn in front of Parliament. May 6-Sept. 30 (Wednesdays at noon,
Canada’s national festival of contemporary Canadian
613-230-6633 facebook.com/lululemonRideauCentre
613-990-1985 / 800-319-2787 gallery.ca
Parliament Hill
National Arts Centre / Arts Court / University of Ottawa
weather permitting)
theatre.
Ottawa Champions
June 4-13
613-947-7000 / 866-850-2787 magneticnorthfestival.ca
Ottawa Stadium
Professional baseball returns to Ottawa as the Champions kick off their first season in the Can-Am League.
May 22-Sept. 7 (check schedule)
The Greeks – Agamemnon to Alexander the Great
ottawachampions.com/en
Canadian Museum of History
a Artifacts from 22 Greek museums take visitors on . culture Greek of years 5,000 h journey throug
June 5-Oct. 12
819-776-7000 / 800-555-5621 historymuseum.ca
Media installation encapsulating a decade of video experiments.
June 11-July 26
613-580-2424 ottawa.ca/en/liveculture/ karsh-masson-gallery
Downtown Ottawa
More than 40,000 participants compete in a variety of races, including Canada’s largest marathon.
May 23-24
Tasman Richardson – Necropolis Karsh-Masson Gallery
Tamarack Ottawa Race Weekend
613-234-2221 / 866-786-6882 runottawa.ca
FIFA Women’s World Cup TD Place at Lansdowne Park
The top female soccer players in the world converge in Canada for the world championships.
June 7-26 (check schedule) www.fifa.com/Canada2015
of their hidden stories.
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MEETING IN THE CAPITAL 2015
Ottawa-Gatineau’s guide to meeting planning
2015 EVENTS & FESTIVALS Ottawa RedBlacks
Nature Nocturne: Show Off
Nine Canadian Football League home games.
Dance until midnight while DJs fill the castle with music.
Canadian Museum of Nature
TD Place at Lansdowne Park
FOOD
July 4-Nov. 7 (check schedule) ottawaredblacks.com
May 22
613-566-4700 / 800-263-4433 nature.ca
5K Foam Fest Canada Edelweiss Ski Resort
A fun run featuring mud, water, foam and more than 16 obstacles.
July 25
888-817-6784 5kfoamfest.ca/ottawa
2015 Shark World Championship Britannia Yacht Club
Sailboat racing on the Ottawa River.
Aug. 22-28
613-828-5167 byc.ca
2015 Canadian Sprint CanoeKayak Championships Mooney’s Bay
Canadian canoe and kayak athletes compete in national championships.
Aug. 25-30
ckcchampionships2015.com
Canada Army Run
Along the Rideau Canal
A half-marathon and 5K run attract military and civilian runners, walkers and spectators from around the world.
Sept. 20
armyrun.ca
Canada Roars: A Musical Taste of Our Canadian Heritage
Spring Poutine Fest on Sparks Sparks Street Village
Canadian Museum of History
Purveyors of poutine and the restaurants of Sparks Street offer up their versions of the iconic dish.
More than 50 performers come together into an integrated, historical narrative showcasing the roots and development of Canadian musical heritage.
April 24-26
613-230-0984 sparkslive.com
June 11
Ottawa Farmers’ Market
Gatineau BeerFest
Ottawa-area fruits, vegetables, meats, flowers and crafts. Until Nov. 15 (Wednesdays, Fridays and
Artisans, local produce, beer and food in an outdoo country atmosphere.
613-321-2066 odysseyshowcase.org
Lansdowne Park
Sundays)
613-986-2770 ottawafarmersmarket.ca
Bon Appétit Ottawa
Aberdeen Pavilion at Lansdowne Park
Top restaurants, hotels, caterers, wineries and breweries join together for one of the city’s top cocktail parties.
Jacques Cartier Park
r
May 29-31
festibiere.ca/en/summer
Ottawa Ribfest
Sparks Street Village
Annual competition pitting the best barbecue joints from across North America.
June 17-21
613-230-0984 sparkslive.com
May 5
TD Ottawa Jazz Festival
Confederation Park and other locations
From avant-garde to big band and swing, the 35th anniversary of this annual festival features artists to suit all jazz fans.
June 19-July 1
613-241-2633 / 888-226-4495 ottawajazzfestival.com
Music and Beyond
Downtown churches and concert halls
A classical music festival that presents more than 85 concerts.
July 4-16
613-231-5651 bonappetitottawa.ca
613-241-0777 musicandbeyond.ca
MUSIC
RBC Royal Bank Bluesfest LeBreton Flats
One of the largest international music events in the world.
July 9-19 Def Leppard
613-247-1188 / 866-258-3748 ottawabluesfest.ca
Heavy metal band in Ottawa’s new concert venue.
Ottawa Chamberfest
TD Place at Lansdowne Park
May 4
613-599-3267 www.tdplace.ca
Volbeat
TD Place at Lansdowne Park
Danish metal band Volbeat plays TD Place with special guests Anthrax and Crobot.
Dominion-Chalmers United Church
The world’s largest chamber music festival featuring concerts in Ottawa churches.
July 23-Aug. 6
613-234-6306 ottawachamberfest.com
May 13
613-599-3267 tdplace.ca
Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
23
TECHNOLOGY
d e t c e n n o c ing The
meet Digital plans for before, during and after an event WRITTEN BY MICHAEL ROBINSON
A few years ago, the Internet could be a meeting planner’s worst nightmare. Smartphones, tablets and other mobile devices all provided portals to endless distraction, leading to the advent of the now-ubiquitous opening request that all conference participants turn their phones off. Attendees still actively check their e-mail, post to Twitter and snap selfies. What’s changed, however, is that online access during meetings has moved from being a hindrance for event organizers to an integral tool used to host successful, dynamic and interactive conferences. Whether it’s a large-scale convention or a small office function, several industry professionals have advice on how to maximize a meeting’s online connections.
BEFORE THE MEETING Securing (ideally free) Wi-Fi access For meeting planner Claire Fitzpatrick of CF Conference & Event Management Services, a venue’s ability to accommodate conference-goers’ connectivity needs has become one of her top priorities. “Internet is now a key basic element of any event,” she says. “This means providing a fast and
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MEETING IN THE CAPITAL 2015
reliable network that is, ideally, free of charge.” While more venues provide complimentary public Wi-Fi, others still charge steep rates for Internet access. Some hotels and conference centers use another model, providing free access points that require conference guests to register for a free account. When faced with a venue that charges for Internet access, one creative solution is to approach an Internet service
provider to be an advertising partner to offset the cost. “It is now very common at conferences to have an Internet sponsor along with a mobile device charging station,” Ms. Fitzpatrick says. Options include adding the sponsor’s name to a landing page or branding a device recharge station with the ISP’s logo. Ms. Fitzpatrick believes most venues will eventually move to offer free Wi-Fi, or at least bundle it in with the base rate.
FAST ENOUGH? New online tools allow meeting planners to gauge a prospective venue’s Internet speeds without leaving the office. Websites such as Speedspot maintain a database that users can search for a hotel of their choice and compare Internet speed results. Another site, Hotel WiFi Test, also informs users whether or not the hotel charges for access. Before speaking to a venue’s sales team, a meeting planner should understand their general requirements. Will attendees only be doing light browsing? Or are they power users who will be swapping files with peers and staying connected with their colleagues in the office all day? Are you requesting free Wi-Fi? Will the signal need to be accessed throughout all areas of the venue or just certain meeting rooms? Bring along someone tech-savvy from the IT department during a site visit and get them to ask technical questions. What is the venue’s average packet loss? What happens in the case of an outage? Are there hardwired Ethernet cable channels available? How many access points are there? Is there enough bandwidth to accommodate all attendees for this type of event? Be sure to ask the venue to provide references from previous clientele who have organized conferences of a similar scale. Ottawa-Gatineau’s guide to meeting planning
Others, however, believe accessibility issues – for attendees, at least – are largely a challenge of the past. “Wi-Fi is less of a problem now because of cellular … telecommunication networks,” says John Craig, vice-president of sales and marketing at Purple Forge. The company develops conference and event mobile applications. “Nevertheless, a lot of event organizers are shaking their heads at venues that haven’t modernized their Wi-Fi infrastructure.” Along with securing Internet access, it’s also important for event organizers to start deploying their social media messages before the conference begins. This includes using Twitter and LinkedIn to raise awareness of the event in advance as well as asking professional speakers to use
a conference’s official hashtag to cross-promote an event. “We encourage all speakers and organizers to include hashtag and Twitter address information in their communication plans ahead of the event,” says Ms. Fitzpatrick, adding this information is typically included in the agreement letters.
SPACIOUS COMFORT.
SERIOUS BUSINESS.
DURING THE MEETING: Managing social media Ms. Fitzpatrick notes it is vital for a meeting planner to assign a social media editor to post and curate relevant information on digital platforms. “During a conference, we’ve established live Twitter feeds so people can follow hashtags but you require a staff person to monitor it and keep the conversation on track, as well as to remove any inappropriate
DEPLOYING A CONFERENCE APP With smartphones glued to the hands of many conference-goers, it’s no surprise that mobile applications have been custom-fit for events. A conference app can organize materials, show a complete digest of relevant tweets and help attendees connect with one another. John Craig, Purple Forge’s vice-president of sales and marketing, says there are four key benefits of developing a conference-specific app: • It provides information to people on the devices they use most frequently. “It’s not just text and pictures … think about accessing location-enabled information (so that) when a delegate walks into a venue they’ll receive pop-up notifications,” he says. • It saves money by reducing the amount of conference material that needs to be printed. • It creates new opportunities for advertising and sponsorships. • It’s a new outlet for corporate advocacy. “Being able to buzz guests and encourage them to perform activities that benefit the organization, all from their pocket, is key,” he adds. Organizers should be aware that digital applications represent a change of culture for some people. To help them remain fully engaged, planners should consider designating a specific member of their team who can help attendees download the app and provide a basic tutorial.
Ottawa-Gatineau’s guide to meeting planning
In the Heart of Downtown! Condominium-sized suites that provide plenty of room for work and relaxation. • Spacious 1 & 2 bedroom suites with full kitchen • Newly renovated meeting spaces with natural daylight • Complimentary wireless high-speed Internet access • 24/7 business centre with workstations and printers • Indoor pool, sauna and 24-hr fitnes s centre • Next door to the Ottawa Convention Centre • Surrounded by great restaurants, boutiques and entertainment
Right Where You Want To Be
130 Besserer Street, Ottawa 1-800-267-1989 • 613-232-2000
www.les-suites.com
MEETING IN THE CAPITAL 2015
25
TAKE YOUR MEETING TO NEW HEIGHTS Teambuilding • Staff Appreciation • Company BBQs
The natural choice for your event. Conferences • Meetings • Day Retreats • Banquets
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Only 15 minutes from downtown Ottawa 26
MEETING IN THE CAPITAL 2015
content,” she says. Speakers should also encourage those in attendance to use the hashtag as a way of posing questions. In the age of social networks, some guests may be more comfortable tweeting than walking up to a microphone. However, tweets and other social network posts can quickly get out of hand. “Some groups have expressed concern that attendees would only tweet out pictures of the ‘fun’ stuff,” says Fitzpatrick. “It is a concern because when someone goes to look at the photos that have been uploaded, they may be more likely to come across those taken at the bar or after-party than the professional-appearing ones of a brainstorming session or speaker lecture.” One way of encouraging more of the latter content is to place relevant hashtag information as a centrepiece at meeting tables or on the back of employee’s badges. It’s important to gauge your audience’s tech savviness in advance. In some cases, conference-goers may not be comfortable with social media, or technology generally, to take full advantage of a connected-meeting engagement strategy. “It all depends on the demographic of the conference,” says Ms. Fitzpatrick. “If they are aging, they may not have the desire to interact with conference material online, or even interact on social media like LinkedIn or Twitter.”
AFTER THE MEETING: Keeping the conversation going When the meeting ends, the best way to increase the reach and impact is to keep the conversation going. A well-organized conference
program can be a strong source of content for an organization weeks and even months after participants go home, said Mitchell Beer, president of Smarter Shift, a social media strategy company. He argues that once is never enough for any piece of content in the world of social media. So don’t feel bad for rinsing, repeating, reusing, repurposing and refocusing content on internal company blogs, external news releases and various social media platforms. “You have to provide old material in different formats, and at different levels of detail, depending on who you’ve identified as the audience and what you want them to do with it,” says Mr. Beer. Also, remember that most conference-goers will soon forget about their conference experience if they aren’t reminded of it afterwards. “If your emphasis is strictly on conference logistics, you won’t be addressing the memorable content elements, the key messaging or scientific breakthroughs, that you most want participants to bring home and talk about,” cautions Mr. Beer. That is why planners should also pay attention to the actual conference content that is passing through attendee’s hands. Without recycling those key meeting benchmarks in the months to come, all that work achieved at the conference may very well become lost. “I’ve used social media to send a thank-you note to participants … to keep the conversation going and the conference fresh in their minds,” says Ms. Fitzpatrick, giving examples of messages that encourage participants to return to the event’s website to see photos from the conference or review PowerPoint slides.
Ottawa-Gatineau’s guide to meeting planning
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ENVIRONMENT
Ottawa’s hidden green side How the capital became a leader in sustainable meetings
I
Ottawa’s premier full-service, event production and exhibit design company offering turn key solutions for the integration of stage design, lighting, sound, audio-visual and décor to create and customize events with uniqueness beyond expectations!
www.eventdesign.ca 613.739.3442
28
MEETING IN THE CAPITAL 2015
nside hotel kitchens and behind convention room walls, Ottawa’s events industry is growing more ecofriendly. Green meetings offer planners and suppliers the opportunity to reduce their impact on the environment and save money at the same time. However, many of the steps taken by transportation, hospitality and venue operators aren’t always apparent to the average event attendee. Here are some of the top sustainability features in Ottawa that you may not know about: Ottawa’s MacdonaldCartier International Airport diverted 30 per cent of the waste from aircrafts, restaurants, maintenance facilities and public and office areas in 2013. That’s up from 18 per cent in 2006. Dozens of hotels in and around town are part of the Green Key Eco-Rating Program, a graduated rating system designed to recognize facilities that are committed to improving their environmental and fiscal performance. Two local hotels have received its highest five-key rating: The Ramada Ottawa on the Rideau (formerly the
Monterey Inn) – which bills itself as the city’s only carbonneutral hotel – and the Westin Ottawa, which has multiple initiatives to conserve natural resources and reduce waste and pollution. Similarly, the Fairmont Château Laurier offers an “eco-cuisine” menu that includes locally sourced products. Meeting rooms include recycling stations and the hotel’s food service includes waste-free features such as china and washable linen napkins. Meanwhile, two of the city’s newest and largest meeting spaces were built with sustainability in mind. Some 97 per cent of the waste generated during construction of the Shaw Centre, which opened in April 2011, was diverted from landfills. It’s now a LEED Goldcertified facility in recognition of its environmental sustainability features. That includes a rainwater cistern, which reduces indoor water use by two-thirds and outdoor water use by 71 per cent. Additionally, the Shaw Centre uses 39 per cent less energy than a conventional building. Across town, the EY Centre is a LEED Silver candidate with its low-energy lighting, compostable food packaging, low-flush toilets and on-site rainwater and stormwater management. Lisa Holmes, a meeting planner within the federal government and an active member of the Ottawa chapter of MPI, contributed to this article.
Ottawa-Gatineau’s guide to meeting planning
Named One of the Top 3 Convention Centres in the World It’s hardly surprising that Shaw Centre was recently named one of the top 3 Convention Centres in the world by the International Association of Congress Centres. After all, it is a venue renowned for its magnificent design and its spectacular setting in the heart of Canada’s Capital. And it has been widely applauded for its field-to-table food service, commitment to sustainability, and focus on delivering unparalleled experiences. All of which rank high on every meeting planner’s mind. Come experience Canada’s Meeting Place.
SHAW-CENTRE.COM | 1-800-450-0077 | 613-563-1984 | info@shaw-centre.com Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
29
Largest Meeting & Venue
Address
Phone
Fax
Web
EY Centre
4899 Uplands Dr., Ottawa, ON K1V 2N6
613-822-8800
613-237-0685
eycentre.ca
Shaw Centre
55 Colonel By Dr., Ottawa, ON K1N 9J2
613-563-1984
613-563-7646
shaw-centre.com
Carleton University Conference Services
1125 Colonel By Dr., 172 Residence Common Building, Ottawa, ON K1S 5B6
613-520-5611
613-520-2750
carleton.ca/conferenceservices
Lansdowne Park
450 Queen Elizabelth Dr., Ottawa, ON K1S 5J3
613-580-2429
N/A
ottawa.ca/lansdownepark
University of Ottawa Conventions & Reservations
85 University Pvt., Ottawa, ON K1N 6N5
613-562-5771
613-562-5201
reservations.uottawa.ca
Nepean Sportsplex
1701 Woodroffe Ave., Nepean, ON K2G 1W2
613-580-2424 x23055
613-580-9607
ottawa.ca
Palais des congres de Gatineau
50 Maisonneuve Blvd., 3rd floor, Gatineau, QC J8X 4H4
819-595-8000
819-595-8012
congresgatineau.com
Hilton Lac-Leamy
3 Casino Blvd., Gatineau, QC J8Y 6X4
819-790-6444
819-790-6408
hiltonlacleamy.com
NAV Centre
1950 Montreal Rd., Cornwall, ON K6H 6L2
1-877-832-6416
613-936-5089
navcentre.ca
The Westin Ottawa
11 Colonel By Dr., Ottawa, ON K1N 9H4
613-560-7000
613-560-7359
thewestinottawa.com
Hampton Inn Ottawa by Hilton
100 Coventry Rd., Ottawa, ON K1K 4S3
613-741-2300
613-741-8689
hamptoninn3.hilton.com/en/hotels /ontario/hampton-inn-by-hilton -ottawa-YOWCNHX/index.html
Ottawa Conference and Event Centre
200 Coventry Rd., Ottawa, ON K1K 4S3
613-288-3450
613-667-9888
ottawaconferenceandeventcentre.com
Algonquin College
385 Woodroffe Ave., Ottawa, ON K2G 1V8
613-727-4723x 7481
613-727-7735
algonquincollege.com/conference
Fairmont Château Laurier
1 Rideau St., Ottawa, ON K1N 8S7
613-241-1414
613-562-7030
fairmont.com
Ottawa Marriott
100 Kent St., Ottawa, ON K1P 5R7
613-238-1122
613-783-4228
ottawamarriott.com
RA Centre
2451 Riverside Dr., Ottawa, ON K1H 7X7
613-733-5100
613-736-6233
racentre.com
Canadian Museum of History
100 Laurier St., Gatineau, QC K1A 0M8
819-776-7018
819-776-7059
history.ca/facilityrentals
Delta Ottawa City Centre
101 Lyon St., Ottawa, ON K1R 5T9
613-237-3600
613-237-9114
deltaottawacitycentre.com
La Cité
801 Aviation Pky., Ottawa, ON K1K 4R3
613-742-2483
613-742-2479
collegelacite.ca
North Grenville Municipal Centre
285 County Road 44, P.O. Box 130, Kemptville, ON K0G 1J0
613-258-9569 x134
613-258-9620
northgrenville.ca
Brookstreet
525 Legget Dr., Ottawa, ON K2K 2W2
613-271-1800
613-271-3541
brookstreet.com
Canadian War Museum
1 Vimy Pl., Ottawa, ON K1A 0M8
819-776-7018
819-776-7059
warmuseum.ca/facilityrentals
Canadian Museum of Nature
240 McLeod St., Ottawa, ON K2P 2R1
613-566-4712
613-566-4798
nature.ca
Travelodge Ottawa Hotel & Conference Centre
1376 Carling Ave., Ottawa, ON K1Z 7L5
613-722-7600
613-722-2226
travelodgeottawa.com
National Arts Centre - Meetings and Events
53 Elgin St., Ottawa, ON K1P 5W1
613-232-5713
613-943-1403
nacmeetings.ca
Saint Paul University
223 Main St., Ottawa, ON K1S 1C4
613-236-1393 x2240
613-782-3005
ustpaul.ca
Ben Franklin Place
101 Centrepointe Dr., Ottawa, ON, K2G 5K7
613-580-2424 x41216
613-580-2704
centrepointetheatre.com
St. Elias Centre Conference & Banquet Facility
750 Ridgewood Ave., Ottawa, ON K1V 6N1
613-737-4997
613-737-6493
steliascentre.com
Shenkman Arts Centre
245 Centrum Blvd., Ottawa, ON K1E 0A1
613-580-2787
613-580-2656
shenkmanarts.ca
Crowne Plaza Gatineau-Ottawa
2 Montcalm St., Gatineau, QC J8X 4B4
819-778-3880
819-778-3309
crowneplaza.com/gatineauottawa
Centurion Conference & Event Center
170 Colonnade Rd. S., Ottawa, ON K2E 7J5
613-727-1044
613-727-8293
centurioncenter.com
Fairmont Le Chateau Montebello
392 Notre Dame, Montebello, QC J0V 1L0
819-423-6341
819-423-1133
fairmont.com/montebello
Lord Elgin Hotel
100 Elgin St., Ottawa, ON K1P 5K8
613-235-3333
613-235-3223
lordelgin.ca
Tudor Hall
3750 North Bowesville Rd., Ottawa, ON K1V 1B8
613-739-4287
613-739-8589
tudorhall.ca
Doubletree By Hilton Gatineau-Ottawa
1170 Aylmer Rd., Gatineau, QC, J9H 7L3
819-778-0000
819-777-7161
doubletreegatineau.com
30
MEETING IN THE CAPITAL 2015
Ottawa-Gatineau’s guide to meeting planning
Convention Spaces
Ranked by total meeting space.
Mtg space (sq. ft.)
Largest mtg room (sq. ft.)
Number of mtg rooms
Theatre capacity
Reception capacity
Restaurant capacity
Banquet capacity
In-house catering service?
Daily rental rate
Free parking?
Key executive
Sales contact
219,000
90,000
12
N/A
5,000
5,000
5,000
Y
WND
N
Neil Bales
Maxime Laporte
192,000
57,740
28
6,000
6,000
N/A
3,840
Y
WND
N
Nina Kressler
Ursula Belanger
150,000
10,000
149
444
5,000
800
1,200
Y
$95-$600
N
Roland Gordon
Jennifer M. Stewart
42,000
35,000
2
2,800
2,800
N/A
2,800
N
WND
N
Benoit Osborne
Jennifer Bradley
90,000
3,700
200
420
500
887
250
Y
WND
N
Marie-Sylvie Pruneau
WND
70,000
8,640
13
900
1,000
N/A
480
Y
$176-$1,676
Y
Natalie Ollson
Kay Boland
55,000
26,668
12
2,800
4,500
1,750
1,750
Y
$285-$1,350
N
Léo M. Makrakis
André Pelland
51,000
15,866
16
1,600
1,500
140
1,100
Y
$350-$9,250
Y
Alain Miroux
Fabienne Nadeau
50,000
9,800
70
875
1,000
450
500
Y
WND
Y
Kim Coe-Turner
Silvia Marino
44,000
16,587
27
1,800
1,500
200
1,370
Y
$495-$16,200
N
Ross Meredith
Shaddy Shibley
43,000
11,000
37
1,200
1,200
NA
800
Y
WND
Y
Nuala Dinardo
Pamela DiNardo
43,000
11,000
37
1,200
1,000
100
800
Y
Starting at $250
Y
Claudio Dinardo
Pamela Diane DiNardo
40,144
11,760
20
700
1,256
120
848
Y
Starting at $95
N
Mary Baxter
Lisa Barker
36,000
5,886
16
600
800
180
450
Y
$700-$7,000
N
Claude J. Sauvé
Sue Ohlson
36,000
6,500
26
600
600
180
600
Y
$250-$4,000
N
Daniel Laliberte
Markus Fisher
33,821
6,690
12
600
600
180
475
Y
WND
Y
Tosha Rhodenizer
Shelley Carbonetto
33,235
12,925
12
500
1,500
60
600
Y
$600-$4,500
N
Mark O’Neill
Genevieve Mercier
26,000
10,000
17
1,100
1,000
150
900
Y
WND
N
Zubair Siddiqi
Marilyn Power
25,000
4,800
200
300
500
120
500
Y
WND
N
Lise Bourgeois
Josée Lacourse
23,000
17,000
5
300
300
N/A
300
N
$126-$1,050
Y
Darren Patmore
Lisa Kmiel
22,910
5,188
22
450
500
125
370
Y
WND
N
Patrice S. Basille
Mark Nisbett
22,000
9,038
5
231
1,500
N/A
600
Y
$600-$3,500
N
Mark O’Neill
Genevieve Mercier
20,000
7,700
8
220
500
60
240
WND
$800-$3,300
N
Nathalie Boulet
Diane Mongrain
20,000
5,600
8
500
350
110
400
WND
$235-$1,700
Y
Jean-Pierre Benjamin
WND
15,700
6,900
4
2,200
2,400
200
1,920
Y
$1,000-$2,000
N
Nelson J Borges
Lisa Levia
15,658
4,600
32
300
300
90
150
Y
WND
N
Nadine Tremblay
Laura Dufour
15,564
10,000
5
954
500
N/A
N/A
N
$1,500
Y
Allan Sansom
Katie Doyle
15,500
15,500
4
1,500
1,200
N/A
1,150
Y
WND
Y
Zare Kesyan
WND
15,361
6,458
5
500
500
N/A
N/A
N
WND
Y
Caroline Obeid
Sarah Conn
15,040
4,028
12
450
500
140
350
Y
$375-$2,000
N
Michael Lucas
Nathalie Tremblay
14,000
10,500
7
800
800
40
800
Y
$495-$5,000
Y
Sean McGrath
WND
13,440
4,200
20
425
500
350
350
Y
Up to $2,500
Y
Genevieve Dumas
Cindy Gascon
13,000
2,200
15
200
225
160
160
Y
$375-$2,500
N
David O. Smythe
Ann Meelker
12,600
12,000
3
1,650
1,000
N/A
1,000
Y
$500-$2,500
Y
Joe Giammaria
Rosie De Leo
12,000
6,133
11
720
800
150
400
Y
$300-$2,750
Y
George Chaiban
Annie Leveillee
s
om
WND = Would not disclose.
Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
31
LARGEST MEETING & CONVENTION SPACES 2014 Venue
Address
Phone
Fax
Web
Orchard View Wedding and Conference Centre
6346 Deermeadow Dr., Ottawa, ON K4P 1M9
613-821-2675
613-821-4692
Calabogie Peaks Resort
30 Barrett Chute Rd., Calabogie, ON K0J 1H0
1-800-669-4861
1-877-533-5170 calabogie.com
Stanley’s Olde Maple Lane Farm
2452 York’s Corners Rd., Edwards, ON K0A 1V0
613-821-2751
613-821-5221
stanleysfarm.com
Strathmere
1980 Phelan Rd W., North Gower, ON K0A 2T0
613-489-2409
613-489-2630
strathmere.com
University of Guelph Kemptville Campus
830 Prescott St., Kemptville, ON K0G 1JO
613-258-8336 x 61234
613-258-8384
kemptvillecampus.ca
Sheraton Ottawa Hotel
150 Albert St., Ottawa, ON K1P 5G2
613-238-1500
613-238-8497
sheratonottawa.com
Capital Hill Hotel and Suites
88 Albert St., Ottawa, ON K1P 5E9
613-235-1413
613-235-6047
capitalhill.com
Sala San Marco Banquet & Conference Centre
215 Preston St., Ottawa, ON K1R 7R1
613-238-6063
613-233-3331
salasanmarco.ca
Canadian Tire Centre/Ottawa Senators Hockey Club - Meetings & Banquets
1000 Palladium Dr., Kanata, ON K2V 1A5
613-599-0100
613-599-0105
canadiantirecentre.com
TCC Canada
800-251 Laurier Ave. W., Ottawa, ON K1P 5J6
613-566-7000
613-566-7003
tcccanada.com
Canada Agriculture and Food Museum
901 Prince of Wales Dr., Ottawa, ON K2C 3J9
613-991-3044
613-993-7923
cafmuseum.techno-science.ca
Four Points by Sheraton Hotel & Conference Centre Gatineau-Ottawa
35 Laurier St., Gatineau, QC J8X 4E9
819-778-6111
819-778-3647
fourpointsgatineau.com
Hellenic Meeting and Reception Centre
1315 Prince of Wales Dr., Ottawa, ON K2C 1N2
613-225-8016 x223
613-225-0843
hellenicottawa.ca
Residence Inn by Marriott Ottawa
161 Laurier Ave. W., Ottawa, ON K1P 5J2
613-231-2020
613-231-2048
marriottresidenceinnottawa.com
Hilton Garden Inn Ottawa Airport
2400 Alert Rd., Ottawa, ON K1V 1S1
613-288-9001
613-249-8729
ottawaairport.hgi.com
Chimo Hotel
1199 Joseph Cyr St., Ottawa, ON K1J 7T4
613-744-1060
613-744-7845
chimohotel.com
Dow’s Lake Court Conference Centre
865 Carling Ave., 2nd Floor, Ottawa, ON K1S 5S8
613-725-3855
613-725-3101
dowslakecourt.com
Villa Lucia Supper Club and Banquet Hall
3430 Carling Ave., Ottawa, ON K2H 5B1
613-596-1346
613-596-2812
villalucia.com
orchardview.ca
RECEPTION & CONFERENCE FACILITIES Host your next meeting or conference at Carleton University • 40,000 square feet of dedicated meeting and conference space • State-of-the-art 40 seat boardroom overlooking the Rideau Canal • Located minutes from Parliament Hill and the Ottawa International Airport (YOW) • Full-service catering and audiovisual services
Enjoy the wealth of experience and truly attentive service at Tudor Hall, and the convenience of ample free parking. Elegant ballrooms offer 12,000 square feet of event space and provide the perfect setting for your corporate occasions and unforgettable celebrations for up to 1,000 guests.
• Over 100 classrooms and multimedia theatres CONTACT US TODAY: Carleton University Conference Services 1125 Colonel By Drive, Ottawa, ON Canada K1S 5B6 Tel: 613.520.5611 Email: meet@carleton.ca Web: www.carleton.ca/conferenceservices
32
MEETING IN THE CAPITAL 2015
3750 North Bowesville Road at Riverside and Uplands, Ottawa, K1V 1B8 www.tudorhall.ca 613.739.4287 Ottawa-Gatineau’s guide to meeting planning
LARGEST MEETING & CONVENTION SPACES 2014 Mtg space (sq. ft.)
Largest mtg room (sq. ft.)
Number of mtg rooms
Theatre capacity
Reception capacity
Restaurant capacity
Banquet capacity
In-house catering service?
Daily rental rate
Free parking?
Key executive
Sales contact
11,300
5,600
7
600
500
N/A
450
Y
$150-$1,500
Y
Gino Milito
Ruth Kehoe
10,078
3,465
5
250
250
50-60
200
Y
$150-$700
Y
Michael Strauss
Maggie Fairfield
10,000
6,000
4
600
600
400
400
Y
WND
Y
Earl Stanley
Susan Faith-Lecoupe
10,000
2,800
8
250
600
N/A
500
Y
$300-$650
Y
Glenna Camposarcone Laura Kelly
10,000
7,200
40
220
500
N/A
600
Y
$50-$1,500
Y
Heather Davis
WND
9,700
2,720
10
275
300
85
230
Y
$375-$1,350
N
Robert Roy
Mike Abou-Abssi
9,614
2,650
10
140
200
70
150
Y
WND
N
Hume Rogers
Sherri Macki
9,500
8,000
3
1,000
800
N/A
600
Y
WND
Y
Tony Zacconi
Elena Morrison
9,020
7,350
6
450
500
350
N/A
Y
$450-$1,200
N
WND
Karen Speers
8,175
1,200
14
100
40
40
40
Y
$180
N
Kelly Freeman
Sean Cochrane
8,149
2,320
6
150
175
N/A
100
N
$400-$3,000
N
Kerry-Leigh Burchill
WND
8,000
2,700
10
150
160
45
120
Y
$350-$800
N
Jason Trottier
Denise Breau
7,750
6,000
2
500
750
N/A
500
WND
WND
Y
Costa Koskoletos
WND
7,700
2,580
9
200
220
120
120
Y
$250-$1,500
N
N. Ravi
Denise Breau
7,200
4,800
12
400
400
80
325
Y
$250-$2,500
Y
Franco Falcucci
Alison Hunter
7,100
2,600
13
225
300
92
200
Y
$250-$925
Y
Jean-Pierre Benjamin
Lucy Ramos
7,000
2,434
7
100
75
150
N/A
Y
$300-$1,500
N
WND
Nancy Bradshaw
7,000
5,000
2
250
100
250
250
WND
WND
WND
Lucia Di Franco
Claudia Juarez WND = Would not disclose.
Looking for a unique venue? FOR YOUR NEXT MEETING OR EVENT, WE OFFER: • A variety of rooms to accommodate up to 300 people • Complete catering services featuring healthy, homemade, local products • A turnkey service for all your meeting needs including audiovisual requirements, room setup and much more • Accommodation on campus (from May 1 to August 20, 2015) • On-site parking All this and more, offered in an academic setting, a stone’s throw from the Parliament Buildings, the Rideau Canal and the Byward Market.
For more information, contact us today at 613-236-1393 ext. 2311
ustpaul.ca | 223 Main Street, Ottawa ON Saint Paul University is the founding college of the University of Ottawa (1848), with which it has been academically federated since 1965.
Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
33
LARGEST MEETING & CONVENTION SPACES 2014 Venue
Address
Phone
Fax
Web
Quality Inn and Suites
111 Bellehumeur St., Gatineau, QC J8T 6K5
819-568-5252
819-568-0753
qualityinnandsuitesgatineau.ca
Innovative Professional Offices
200-440 Laurier Ave. W., Ottawa, ON K1R 7X6
613-232-1110
613-782-2228
innovativeprofessionaloffices.com
Best Western Plus Victoria Park Suites
131 Laurier St., Ottawa, ON K2P 2M2
613-567-7275
613-567-1161
victoriapark.com
Canada Aviation and Space Museum
11 Aviation Pkwy., Ottawa, ON K1G 5A3
613-991-6064
613-990-3655
aviation.technomuses.ca
International Development Research Centre
150 Kent St., Ottawa, ON K1P 0B2
613-696-2620
613-567-4349
idrc.ca
Anderson Links Golf Club
4175 Anderson Rd., Ottawa, ON KOA 1K0
613-822-9477
613-822-9440
andersonlinks.com
Southway Hotel & Conference Centre
2431 Bank St., Ottawa, ON K1V 8R9
613-737-0811
613-737-3207
southway.com
Canada Science and Technology Museum
1867 St. Laurent Blvd., Ottawa, ON K1G 5A3
613-991-6064
613-990-3655
sciencetech.technomuses.ca
Courtyard by Marriott Ottawa Downtown
350 Dalhousie St., Ottawa, ON K1N 7E9
613-241-1000
613-241-4804
marriottcourtyardottawa.com
Ramada Plaza Manoir du Casino
75 D’Edmonton St., Gatineau, QC J8Y 6W9
819-777-7538
819-777-6473
ramadaplaza-gatineau.com
Best Western Plus Ottawa/Kanata Hotel and Conference Centre
1876 Robertson Rd., Ottawa, ON K2H 5B8
613-828-2744
613-596-4742
bestwesternplusottawa.com
Best Western Plus Gatineau-Ottawa
131 rue Laurier, Gatineau, QC J8X 3W3
819-770-8550
819-770-9705
bestwesterngatineau.ca
Albert at Bay Suite Hotel
435 Albert St., Ottawa, ON K1R 7X4
613-238-8858
613-238-1433
albertatbay.com
Holiday Inn & Suites Ottawa Kanata
101 Kanata Ave., Kanata, ON K2T 1E6
613-271-3057
613-271-3060
hisottawa.ca
Wakefield Mill Hotel & Spa
60 Mill Rd., Wakefield, QC J0X 3G0
819-459-1838
819-459-1697
wakefieldmill.com
My Caterer
2525 Lancaster Rd., Ottawa, ON K1B 4L5
613-260-1432
613-260-1433
mycaterer.ca
Extended Stay Canada, Ottawa Downtown
141 Cooper St., Ottawa, ON K2P 0E8
613-236-7500
613-563-2836
extendedstayamerica.com
The Meadows Golf and Country Club
4335 Hawthorne Rd., Ottawa, ON K1G 3N4
613-822-2582
613-822-6092
themeadowsgolf.com
Novotel Ottawa
33 Nicholas St., Ottawa, ON K1N 9M7
613-230-3033
613-760-4767
novotelottawa.com
Hotel Indigo Ottawa
123 Metcalfe St., Ottawa, ON K1P 5L9
613-231-6555
613-231-7555
ottawadowntownhotel.com
La Grange Country Inn
37 Rockhurst Rd., Wakefield, QC J0X 3G0
819-459-3939
819-459-4411
lagrangecountryinn.com
Prinzo Fine Catering
85 O’Connor St., Ottawa, ON K1P 5M6
613-565-1328
N/A
prinzo.ca
Learning Tree International
2300-160 Elgin St., Ottawa, ON K2P 2N8
613-237-0098
613-237-4588
learningtree.ca
Cartier Place Suite Hotel
180 Cooper St., Ottawa, ON K2P 2L5
613-236-5000
613-238-3842
suitedreams.com
Best Western Plus Ottawa City Centre
1274 Carling Ave., Ottawa, ON K1Z 7K8
613-728-1951
613-728-1955
ottawabestwestern.com
The Irving Greenberg Centre
1233 Wellington St. W., Ottawa, ON K1Y 0G7
613-236-5192
613-232-2075
gctc.ca
Les Suites Hotel, Ottawa
130 Besserer St., Ottawa, ON K1N 9M9
613-232-2000
613-232-1242
les-suites.com
Russell Curling Club
1076 Concession St., Russell, ON K4R 1A2
613-445-2829
N/A
russellcurlingclub.com
The Business Inn
180 MacLaren St., Ottawa, ON K2P 0L3
613-232-1121
613-232-8143
thebusinessinn.com
La Grange de la Gatineau
80 Summer Rd., Cantley, QC J8V 3J3
819-827-3164
N/A
grange.ca
ARC The.Hotel
140 Slater St., Ottawa, ON K1P 5H6
613-238-2888
613-235-8421
arcthehotel.com
Radisson Hotel Ottawa Parliament Hill
402 Queen St., Ottawa, ON K1R 5A7
613-236-1133
613-236-2317
radisson.com/ottawa.ca
Aquatopia Water Garden Conservatory
2710 March Rd., Carp, ON K0A 1L0
613-225-7663
N/A
aquatopiaconservatory.com
Econiche House
32 River Rd., Cantley, QC J8V 3A1
819-827-0086
N/A
econichehouse.com
Days Inn Downtown Ottawa
319 Rideau St., Ottawa, ON K1N 5Y4
613-789-5555
613-789-6196
daysinn.ca
Tulips & Maple
1980 Merivale Rd., Ottawa, ON K2G 1G4
613-723-7103
613-723-5430
tulipsandmaple.com
Nepean Sailing Club
3259 Carling Ave., Ottawa, ON K2H 1A6
613-829-6462
613-828-4636
nsc.ca
Ottawa Embassy Hotel and Suites
25 Cartier St., Ottawa, ON K2P 1J2
613-237-2111
613-563-1353
ottawaembassy.com
Monterey Hotel
2259 Prince of Wales Dr., Ottawa, ON K2E 6Z8
613-288-3500
613-226-3813
monterey.ca
Days Inn Ottawa West
350 Moodie Dr., Ottawa, ON, K2H 8G3
613-726-1717
613-726-1462
daysinnottawawest.com
Travelodge Ottawa East
1486 Innes Rd., Ottawa, ON K1B 3V5
613-745-1133
613-745-7380
ottawatravelodge.com
34
MEETING IN THE CAPITAL 2015
Ottawa-Gatineau’s guide to meeting planning
LARGEST MEETING & CONVENTION SPACES 2014 Mtg space (sq. ft.)
Largest mtg room (sq. ft.)
Number of mtg rooms
Theatre capacity
Reception capacity
Restaurant capacity
Banquet capacity
In-house catering service?
Daily rental rate
Free parking?
Key executive
Sales contact
6,918
3,458
12
350
400
175
300
Y
$145-$1,000
Y
Nicole de Sampaio
Roxane Rollin
6,300
1,200
8
30
35
N/A
N/A
Y
$200-$595
N
Alana McMurtry
Alison Weir
6,000
2,000
7
160
130
N/A
150
Y
$250-$2,000
N
John Cosentino
Roger MacKinnon
6,000
5,000
7
250
1,200
N/A
550
Y
$300-$3,600
N
Karoline Klug
WND
5,500
3,300
7
250
250
N/A
200
Y
$275-$1,175
N
Dawn Lucas
Kathrine Cyr
5,480
2,000
5
150
230
230
230
Y
WND
Y
Martin Patterson
Anu De Angelis
5,400
2,700
8
180
225
186
186
Y
WND
Y
Stephen Zlepnig
Jo-Anne Saikaley Sparkes
5,000
5,000
5
264
500
N/A
225
Y
$300-$2,200
Y
Joanne Soulard
Karoline Klug
5,000
3,400
9
350
400
72
250
Y
$150-$1,500
N
Nancy Champagne
Denise Breau
5,000
2,460
9
300
350
200
160
Y
$200-$500
Y
Christine Cadieux
Marie Josee Boyd
4,999
2,000
7
190
200
90
170
Y
WND
Y
Fayez Thawer
Safiq
4,511
3,034
5
300
225
70
200
Y
$200-$900
Y
Martin Fogarty
Natahlie Sarthou
4,264
3,200
9
300
220
200
200
Y
$250-$2,000
N
John Cosentino
Roger MacKinnon
4,127
2,784
7
240
350
150
150
Y
$295-$1,100
Y
Peter Wilson
Alana Haining
4,056
1,600
6
80
120
120
80
Y
$250-$650
Y
Robert Milling
Brigitte Emond
4,000
3,000
4
200
350
200
200
Y
$200
Y
Yasin Altug
Met Yurtcu
3,673
2,016
3
140
150
N/A
100
Y
$425-$1,250
N
Alexandra Bruneau
Sean Taylor
3,600
2,000
2
N/A
320
160
320
Y
$500-$1,500
Y
WND
WND
3,465
1,806
6
160
215
110
110
Y
$200-$1200
N
Rafael Ballester
Kimberly Wilson
3,000
1,277
4
130
140
70
100
Y
$200-$750
N
Kim Jones
Denise Breau
3,000
1,200
3
60
60
N/A
60
Y
$350-$500
Y
Adam Shapero
3,000
3,000
1
N/A
208
N/A
150
Y
$0
N
Victor Arkulinsky
2,964
616
8
0
24
N/A
Y
$725-$1,250
N
2,414
1,500
5
150
195
88
120
Y
$175-$750
N
Heidi C. Webster
Lily A. Cazeau
2,394
1,344
4
160
160
110
120
Y
$170-$480
Y
Darren Ryan
Darren Ryan
2,350
1,200
2
262
300
70
50
Y
$150-$500
Y
Hugh Neilson
2,235
858
3
60
60
48
48
Y
WND
N
Chris Pierce
Mike Di Cioccio
2,200
1,300
2
N/A
200
N/A
150
N
$150-$400
Y
Lucy Ladouceur
Lucy Ladoucuer
1,990
785
3
50
80
380
100
Y
$250
N
Barrett Karam
Julie Belanger
1,782
1,200
5
100
100
80
80
Y
WND
Y
Sandra Fitzgibbon
Geneviève Viau
1,670
792
3
30
350
35
60
Y
$500
N
Cindy McLong
Dean Lake
1,610
670
3
80
80
100
40
Y
$345-$625
N
Jenna MacLeod
Oscar Rodriguez
1,500
WND
WND
N/A
150
N/A
150
N
WND
Y
Melissa Brunet
WND
1,500
750
3
60
75
N/A
100
Y
WND
Y
Nancy Bailey
Rita Berthiaume
1,440
610
2
60
45
30
n/a
N
$200-$250
N
Fayez Thawer
Dmitriy Mosiychuk
1,400
1,200
2
72
100
N/A
70
Y
WND
Y
Erin Loney
WND
1,200
1,200
1
140
140
150
130
Y
$420-$560
Y
Gene Bruce
Julie Laframboise
936
936
1
50
35
50
50
Y
$250
N
Colin Morrison
Frazer Berry
860
625
3
50
70
120
150
Y
$150-$2,500
Y
George Chaiban
Divine Mwimba
528
528
1
30
30
30
30
Y
$225
Y
Embrett I. Rose
Nimroz Thawer
500
500
1
30
24
75
24
WND
$200-$275
Y
Jocelyn Brunet
WND
Inese Arkulinska Lauren Spooner
WND = Would not disclose.
Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
35
Bread, butter and champions willing to stand up Ottawa Tourism banks region’s convention future on building partnerships in niche markets BY LEO VALIQUETTE
Bid more, win more, host more – it’s become a mantra of the City of Ottawa in its efforts to bring more world-class events to the nation’s capital. But while the focus may often be on big sporting events, such as the FIFA Women’s World Cup or the Olympic curling trials, Ottawa’s “bread and butter” in fact lies with meetings and conventions. These may not get big headlines, but they do fill local venues and drive visitors to local businesses, said Glenn Duncan, senior vice-president at Ottawa Tourism. In a highly competitive North American market, where cities are all vying to be the destination of choice, a scattergun approach to marketing and promotion to attract events just doesn’t cut it anymore. “We must take a narrow, strategic
36
MEETING IN THE CAPITAL 2015
look at each opportunity,” Mr. Duncan said. “This is about developing relationships and deciding which opportunities represent the best use of our available resources.” Part of that process is finding local champions — individuals within an organization who are willing to go to bat for Ottawa to bring its events here.
Tapping into Ottawa’s high-tech rep with IEEE
Take, for example, the Institute of Electrical and Electronics Engineers (IEEE). This non-profit professional organization has about 440,000 members worldwide. This includes about 17,000 in Canada and 2,200 in its Ottawa Section, which also includes Gatineau. Ottawa-Gatineau’s guide to meeting planning
Most of the IEEE’s members are “engineers, scientists and researchers who play a role here in the high-tech industry, government and academia,” said Wahab Almuhtadi, a professor in Algonquin College’s School of Advanced Technology and an active member of IEEE’s Ottawa section. The IEEE is divided into 39 technical societies that represent specialized fields of interest. Nineteen of these societies have chapters within the Ottawa Section. The Ottawa Section itself is one of the most active. This creates a wealth of opportunities for Ottawa to not only host IEEE Ottawa Section events, but to work with local contacts such as Mr. Almuhtadi to bring other national and international IEEE events to the nation’s capital. In fact, the IEEE Ottawa Section has signed an MOU with Ottawa Tourism, the Shaw Centre and area businesses to work together for this purpose. “Because we are Ottawa citizens, and we would like to make Ottawa grow, that’s why we are working as one team,” said Mr. Almuhtadi. “Ottawa is an international hub. It’s an easy place for delegates and their families to come and spend time.” In 2012, after a four-year process, this joint effort won the competition to host in Ottawa the IEEE International Conference on Communications. The same conference is taking place this year in London. The 2012 event brought 3,200 delegates to Ottawa, which generated $20 million in local economic activity. In May, Ottawa will play host to another international IEEE event that Mr. Almuhtadi co-chairs, the 2015 International Symposium on Integrated Network Management. While not a large event it is nonetheless a prestigious one, he said, featuring 500 of the world’s leaders in network virtualization, cloud computing and the Internet of Things. Other IEEE events are on the calendar for Ottawa through next year. “This has been a dynamic and rewarding relationship,” said Mr. Almuhtadi. “It’s a fantastic team with a lot of vision.”
Levering economic alignment
“The IEEE represents a gold mine of opportunities we really haven’t tapped into,” said Mr. Duncan. “This is the future of the convention industry – building relationships with organizations that will partner Ottawa-Gatineau’s guide to meeting planning
MEETING IN THE CAPITAL 2015
37
with us by focusing on niche industries that align with our local economy. A big part of that is doing a better job of identifying the people with whom we need to work, like Wahab (Almuhtadi).” Lesley Mackay, director of convention sales at Ottawa Tourism, agreed. “When you are looking at these vertical markets, we have to help decision makers in different areas of expertise such as engineering or health care understand we are here to help them bring their event to our city,” she said. “At Ottawa Tourism, we offer that comprehensive service that includes putting together bid documentation, presentations and all the rest of it.”
Finding champions
The challenge is that local representatives of the various industry and professional associations and international organizations that could be hosting events in the capital are not attuned to how Ottawa Tourism and its partners can help, said Ms. Mackay. To help spread the message, Ottawa Tourism has created the Capital Host Club. This is an exclusive group of local members of national and international organizations, working with Ottawa Tourism and its partners to bring their annual events to the city. “We need to get our message out and ask these people to put up their hands in their organizations about bringing their next AGM or conference to our city,” Ms. Mackay said. “We need the whole community to think that way to help bring more business here.”
38
MEETING IN THE CAPITAL 2015
Ottawa-Gatineau’s guide to meeting planning
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Mississippi Valley Textile Museum
Diefenbunker: Canada’s Cold War Museum
Railway Museum of Eastern Ontario
Ottawa-Gatineau’s guide to meeting planning
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Ottawa-Gatineau’s guide to meeting planning