DESTINATION

Coeur d’Alene Resort is set on the shore of Lake Coeur d’Alene, the second largest lake in northern Idaho.

THE CHARM OF COEUR D’ALENE

This jewel of the Inland Northwest promises event planners a four-season playground.

BY GREG FREITAS & NATALIE COMPAGNO

JOURNALIST BARBARA WALTERS famously dubbed Coeur d’Alene “a little slice of heaven.” After falling in love with its charm and beauty, she put it on her list of the five most fascinating places to visit. Smart move.

Postcard-perfect and located in the north Idaho panhandle, Coeur d’Alene combines a drop-dead gorgeous lake with hills and trails as far as the eye can see. With just over 50,000 residents, the city packs a punch, making Mark Robitaille’s job of marketing it easy. The executive director of Coeur d’Alene’s Convention & Visitor Bureau notes that event planners have a plethora of options, “from world-class accommodations with significant meeting space to a vibrant downtown with delectable dining options, unique art galleries, year-round activities, and the Northwest’s largest theme park just up the road,” says Robitaille.

Where to Meet

Located on the north shore of the lake, The Coeur d’Alene Resort features world-class accommodations, conference and business facilities, golf, spa, recreational activities, shopping, dining and nightlife. And its talented team excels at staging well-executed events.

The resort staff handles every moment with a smile—from gourmet food and beverage to sound, seating and logistics. “We provide professional destination management services, a full menu of activities and adventures, as well as award-winning dining, golf and spa escapes for all to enjoy. Here at The Coeur d’Alene Resort, it’s your meeting—let us handle the details,” says Jamie Cornell, director of sales and marketing.

With more than 32,000 square feet of meeting and exhibit space in 25 separate rooms, The Coeur d’Alene Resort allows the meeting planner maximum flexibility. The 15,000-square-foot ballroom comes with its own dedicated catering kitchen, while the

BY THE NUMBERS

52,218 IN POPULATION AS OF 2018 30,000 GERANIUMS PLANTED AT THE GOLF COURSE 2,190 CURRENT MEMBERS OF THE COEUR D’ALENE INDIAN TRIBE 2,157 FEET ABOVE SEA LEVEL 1887 THE YEAR OF INCORPORATION 135 MILES OF LAKESHORE 30 MILES FROM SPOKANE, WASHINGTON 25 MILES IS THE LENGTH OF LAKE COEUR D’ALENE 14th THE NUMBER OF THE HOLE OF THE COEUR D’ALENE RESORT’S FLOATING GREEN 10 MILES IS THE WIDTH OF THE LAKE AT ITS WIDEST POINT

executive boardrooms, as well as Hagadone Event Center, overlook the lake. Planners can even make use of the resort’s cruise boats for serene, uninterruptible floating meetings.

Speaking of floating: The resort’s worldfamous golf course also features the world’s only recently renovated floating green. Other amenities include a high-end spa, convention facilities, a marina with boat rentals, a fitness center, pools (as in plural), shops, restaurants and nightlife within walking distance. All feature excellent service and frameable views. “We’re located on the shore of one of the world’s most beautiful lakes, so we truly offer an incredible guest experience for leisure and business travelers alike,” says Cornell.

Elsewhere in town, Coeur d’Alene Cellars can host groups from as small as five to as large as 300 people in an upscale, festive state-of-the-art facility with a beautiful winery garden. Taste its 2012 Cabernet Sauvignon—it received a 91 from Wine Enthusiast. Art Spirit Gallery can provide 4,000 square feet of space for group buyouts in a vibrant environment featuring Native American and contemporary art. Likewise, the North Idaho Museum gives groups the chance to meet in a space filled with the most extensive collection of local history and artifacts. Coeur d’Alene also abounds in collective mixed-use spaces, and Elk Point (accommodating up to 175), Innovation Den

(accommodating up to 225) and the Kroc Center (a theater with 400 seats) each offers something different for planners.

For a sure bet, book rooms at Coeur d’Alene Casino. The 300-room resort is located 30 minutes south of the city, giving groups the chance to focus while also enjoying the tables and nearby city life. What happens at Coeur d’Alene Casino, stays at Coeur d’Alene Casino.

What to Do

When it’s time to go outside and play, Timberline Adventures offers guests a safe and exhilarating way to zip line through the local forests. Or take the whitewater rafting trip of a lifetime with Row Adventures. Silverwood Theme Park is the largest of its kind in the Pacific Northwest and boasts more than 70 thrill rides and a water park during the summer. Silver Mountain Resort provides 12 months of adrenaline with skiing and snowboarding in winter and epic mountain biking trails during the warmer months.

For something genuinely different, visit the Oasis Bordello Museum, housed in a building that served as the “offices” of the world’s oldest profession until 1988.

Coeur d’Alene’s art scene is as kaleidoscopic as its natural environs. With such a desirable location, the city has attracted nationally renowned artists, musicians, filmmakers, painters and writers for decades. Groups can enjoy music festivals, live music, theater, museums, art galleries and more on a scale to rival larger cities.

Natural beauty and lively attractions pull groups to Coeur d’Alene in the first place, but what keeps them coming back are the locals. “People are very friendly and always willing to lend a hand and help a neighbor or an organization in need,” says Robitaille. “While there is an abundance of things to do and see all year long in Coeur d’Alene, I think the people are what truly make it special.”

Get Connected

COEUR D’ALENE CONVENTION AND VISITOR BUREAU | coeurdalene.org

THE COEUR D’ALENE RESORT | cdaresort.com Coeur d’Alene’s unique setting allows for plenty of outdoor group adventures, including zip lining (top) and boat cruises (bottom).

Inviting you to come enjoy the views at Deschutes Expo Center and stay to play in the heart of Central Oregon! Our 320-acre site features spaces for events of all sizes and sunny views of seven mountain peaks—promising an unforgettable event atmosphere! Inviting you to come enjoy the views at Deschutes Expo Center and stay to play in the heart of Central Oregon! Our 320-acre site features spaces for events of all sizes and sunny views of seven mountain peaks—promising an unforgettable event atmosphere!

Three Sisters Conference Center Three Sisters Conference Center

Our three main halls are named after the three beautiful Our three main halls are named after the three beautiful mountains in our panorama. With 114,000 square feet of mountains in our panorama. With 114,000 square feet of meeting space surrounded by 10 breakout rooms, our Three meeting space surrounded by 10 breakout rooms, our Three Sisters Conference Center can accommodate a wide range and Sisters Conference Center can accommodate a wide range and size of events and banquets, while providing customized size of events and banquets, while providing customized functionality. Each hall features built-in audiovisual and Wi-Fi functionality. Each hall features built-in audiovisual and Wi-Fi to make these spaces transformable to your designs. to make these spaces transformable to your designs.

First Interstate Bank Event Center First Interstate Bank Event Center

Our flexible 80,000 square foot indoor venue offers over Our flexible 80,000 square foot indoor venue offers over 10,000 seat capacity and room for 280 booth spaces. The 10,000 seat capacity and room for 280 booth spaces. The arena and stages are equipped with audiovisual and arena and stages are equipped with audiovisual and broadcast features, all presenting a space easily tailored to broadcast features, all presenting a space easily tailored to your specifications.your specifications.

Catering & ConcessionsCatering & Concessions

From Garden to Table: our on-site catering and From Garden to Table: our on-site catering and concessions are dedicated to providing exceptional quality for concessions are dedicated to providing exceptional quality for all events. Customize your menu with us! all events. Customize your menu with us! Indoor multipurpose event space: Indoor multipurpose event space:

200,000 sq. ft. 200,000 sq. ft.

Meeting space: 114,000 sq. ft., with Meeting space: 114,000 sq. ft., with

10 breakout rooms 10 breakout rooms

Banquet & reception capacity: 25-2,000Banquet & reception capacity: 25-2,000 Highly rated in-house Catering & Highly rated in-house Catering &

Concessions Concessions

Region-wide lodging inventory: Region-wide lodging inventory:

7,555 rooms 7,555 rooms

On-site full service Expo RV ParkOn-site full service Expo RV Park Neighboring the regional airport Neighboring the regional airport Non-profit & Government discountsNon-profit & Government discounts

Located in the Heart of Located in the Heart of Central Oregon! Central Oregon!

EXPO.DESCHUTES.ORG 541-548-2711 REDMOND, OREGON EXPO.DESCHUTES.ORG 541-548-2711 REDMOND, OREGON

MAPPING OUT YOUR Oregon MEETING

Grande Tour Scenic Bikeway

PHOTOS: WORTHY BREWING; JONI KABANA; RUSS ROCA; ANDY BATT

Looking for outdoor splendor and the simple charms of the Old West? Head east in Oregon.

NATALIE COMPAGNO & GREG FREITAS

While western Oregon may have the big cities and the coast, central and eastern Oregon aren’t slackers in the appeal department. The regions boast grassy plains, snowcapped peaks, North America’s deepest river gorge and a fascinating history. Groups will also find plenty of urban sophistication, with swank lodgings, museums, art galleries and microbreweries scattered throughout.

CENTRAL OREGON

Central Oregon is the perfect base camp for outdoor adventures of every kind regardless of when you visit.

“Central Oregon offers a different quality of life. With recreation out our back door, attendees can choose between hiking, biking, golfing, rafting, canoeing, cave tours, a cycle pub, skiing, snowmobiling and more to create memorable experiences,” says Katie Johnson, communications manager with Visit Central Oregon. “Our state-of-the-art facilities and professional planners will provide the space for your group to be successful inside and in the great outdoors. It’s an environment that encourages togetherness.”

The region is home to Mount Bachelor and the Deschutes River, and Golf Digest named it one of the “Top 25 Golf Destinations” in the world. It also provides more than 8,000 hotel rooms to welcome groups of any size.

Bend/Redmond

Bend is booming. The sixth-fastest growing city in the country has doubled its population in 20 years. The town of 95,000 residents has both Facebook and Apple stamping their digital footprints. Bend is also home to Central Oregon Community College and Oregon State University-Cascades, which are less than 30 minutes south of Redmond.

Here, you’ll find yourself at the epicenter of the craft beer craze. Deschutes Brewery started the whole thing in 1988, while others from Crux Fermentation Project to 10 Barrel have picked up the keg and carried it to new heights. To sample the flavors of the region, embark on the Bend Ale Trail—10 stamps in the passport earn a special commemorative glass.

For something truly memorable, Worthy Brewing built a three-story observatory and installed a 16-inch reflecting telescope. Run by a local astronomer, the “Hopservatory” is available for groups and charged with the far-out mission of humbling and amazing visitors with the beauty of the galaxy.

“Groups enjoy creative bonding events, perhaps through the Hopservatory to stargaze and enjoy a pint at Worthy Brewing,” says Johnson, “or dining lakeside followed by a moonlight canoe trip with Wanderlust Tours, or touring the historic Bend area on electric bikes.”

Riverhouse on the Deschutes is a riverfront

Bend hotel and convention center complex in a prime location. The hotel offers 221 rooms, while its convention center can accommodate up to 1,600 guests with more than 41,000 square feet of indoor-outdoor space. The convention center is the largest convention center facility east of the Cascades and the only one to be certified Leadership in Energy and Environmental Design (LEED) Silver.

Northwest favorite McMenamins converted downtown Bend’s 1936 Old St. Francis School into a hotel complete with a pub, brewery, movie theater, meeting and event space, and gorgeous soaking pool.

Tetherow is a 700-acre Bend resort that borders the Deschutes National Forest and boasts an award-winning 18-hole golf course, 50-room boutique hotel, pool, three restaurants, fitness facility, event pavilion and residences.

Further north, Deschutes County Fair and Expo Center is located by the airport in Redmond. Facilities include the Barn Complex, the High Desert Activity Center, Middle Sister, North Sister, South Sister, Center Circle and outdoor arenas. Big groups will head to the expo’s First Interstate Bank Center, a multipurpose indoor arena extending 80,000 square feet. It can handle up to 7,800 people for a concert or 280 booth spaces, and can easily transform from trade show to rodeo to antiques fair and back again.

Eagle Crest Resort, also near the airport, features three golf courses, a spa, hiking and biking, and horseback riding. The resort’s conference center provides 10,000 square feet of flexible space with ballroom or banquet capacity from 360 to 425.

Sunriver Resort has more than 44,000 square feet of flexible indoor and outdoor meeting and banquet space. This is in addition to four championship golf courses, a spa, a recreation department and full-service business center. Plus, you’ll receive complimentary basic wireless internet access in all meeting areas.

SISTERS

REDMOND BEND

Clockwise: Tour the FivePine Lodge & Conference Center on cruiser bikes courtesy of the lodge; relax post-meeting in the soothing soaking tub of the 1936 Old St. Francis School; the 700-acre Tetherow offers three restaurants.

The 640-acre Pronghorn Resort just opened Huntington Lodge this past spring. Featuring 104 guest rooms and suites and a full-service spa, the lodge overlooks the 18th hole of one of the resort’s two golf courses. It features a renovated Cascada signature restaurant with small plates served throughout the afternoon and evening. In addition, the resort’s former restaurant, Chanterelle, has been transformed into flexible event and meeting space. Additional enhancements include a lodge bar and a new outdoor pool created for year-round use with a spacious deck and a central fireplace.

Sisters

The charming town of Sisters is a smaller alternative to Bend. The lavishly recreated Old West town offers unparalleled vistas with the Three Sisters mountain peaks—each over 10,000 feet—as the backdrop.

FivePine Lodge & Conference Center

makes an ideal corporate retreat locale with 4,800 square feet of flexible meeting space for up to 200 guests. Besides the spa, brewpub and movie theater, guests can work out at the Sisters Athletic Club (which includes indoor pools and fitness classes) and take advantage of the complimentary cruiser bikes to get around the resort.

Eight miles from town, Black Butte Ranch awaits in an idyllic setting among aspens and ponderosa pines. Golf, tennis and swimming pools are augmented by yoga classes, and intimate private meeting rooms keep the group focused. The Lodge Deck can seat up to 250, and the restaurant can seat 120. But why stay inside? The 1,800-acre resort has outdoor gathering spaces, so your options are wide open. Have a barbecue in the sports field pavilion or a group lunch on the Glaze Meadow Golf Course deck. The ranch also offers group activities and competitions, including a biking “Tour de Ranch,” the “Black Butte Posse” guided horseback-riding excursion and fly fishing trips.

ONTARIO

Clockwise from top left: Pendleton Convention Center is a popular option for trade shows; Silvies Valley Ranch is an eco-resort and cattle ranch providing a true Western experience; the Sheep Rock area in the John Day River territory has rocks dating back as far as 89 million years.

EASTERN OREGON

“Eastern Oregon is one of the most geologically diverse regions in our state—you can find everything from arid deserts to snowcapped mountains, lush forests, wild and scenic rivers to rolling sagebrush,” says Jaime Eder from Travel Oregon.

Forming most of the border with Idaho, the Snake River cuts one of the deepest river-carved gorges in the world. The Blue Mountains and Wallowa Mountains to the east and the surrounding prairie give visitors a window into the Old West—although writers and artists now come to the region as often as ranch hands and cowboys. “It’s an expansive, often remote part of the state—which is part of what makes it so appealing,” says Eder. “It truly feels like an escape where one can unplug and enjoy the scenic beauty.”

Pendleton

The town associated with high-end woolens and rodeo is also the gateway to the east. With 16,500 residents, Pendleton is one of the largest communities in the region, and its proximity to Washington wine country makes it a must destination. The Native American population is a cultural focal point and provided the inspiration for the now world-famous eponymous blankets, originally based on tribal designs.

With 40,000 square feet of space and 11 meeting rooms, the Pendleton Convention Center has groups of all sizes covered. The center offers event-planning services, and catering and bar service are provided by CG Public House and Catering. The main hall can hold 600 guests for a banquet and 800 classroom-style. Looking for a little more room? No problem, the Happy Canyon Arena can hold 4,500 for an outdoor concert. Lucky for you, the center also has 500 parking spaces.

The 10-story Wildhorse Resort & Casino on the Umatilla Reservation offers gaming excitement alongside more than 14,000 square feet of meeting space and 301 guest rooms. Two of its most popular meeting spaces—Rivers Event Center and Cayuse Hall— can accommodate banquets for up to 430 and 230, respectively. The resort is expanding its space by an additional 18,000 square feet, further optimizing options for planners. “We provide complimentary audio-visual equipment for our groups,” says Sales Executive Leandra Hopkins, adding, “Our golf course is a popular amenity that some of our groups take advantage of during spring, summer and early fall. It is available for groups to hold a tournament before or after their meetings or events.”

And when work is done, groups can explore the town’s hardscrabble past via Pendleton Underground Tours. Make your way through the tunnels underneath the downtown historic district and learn about the opium dens, bootleggers, gamblers and prospectors of years past.

La Grande

Planners can choose from a variety of spaces on the campus of Eastern Oregon University in La Grande. Event specialists work with planners to accommodate everything from small groups to several hundred. For lodging, the newly renovated boutique Landing Hotel, one block south of the historic district, provides an excellent home base.

Joseph

Eastern Oregon is the ancestral home of Chief Joseph, the great leader of the Nez Perce nation. The town that bears his name is filled with art galleries, antique shops and—you guessed it—brewpubs. Joseph lies at the base of the beautiful Wallowa Mountains, an outdoor playground for nature lovers.

Wallowa Lake is also home to the Wallowa Lake Monster, the centuries-old tale of a gentle leviathan from Nez Perce culture. Groups can stay at the refurbished 1923 manor Wallowa Lake Lodge, which exudes a cozy authentic period atmosphere. Don’t miss the Wallowa Lake Tramway, which zips visitors by gondola up to the 8,200-foot summit of Mount Howard. At the top, the Summit Grill, billed as the highest restaurant in the Northwest, is available for group buyouts and special events.

John Day Four and a half hours south in the town of John Day, Silvies Valley Ranch offers groups the chance to get away from it all at an eco-resort that is also an authentic cattle ranch. Situated at the midway point of Boise, Idaho and Bend, the 34-room full-service resort offers Western experiences—such as riding, roping and shooting—as well as a full-service spa and two 18-hole links-style golf courses. The brandnew conference facility holds groups of up to 36 in comfort, and the award-winning restaurant features over 110 whiskeys—the most extensive selection in the region. Time for a tasting!

Baker City Further east and well worth the trip, the Geiser Grand Hotel in Baker City has been welcoming groups with traditional hospitality since 1889. The National Historic Landmark has a plethora of meetings options, from The Library to the Swans Room to the Queen City Room, holding 20-200 guests.

Ontario

Ontario is located less than an hour away from Boise by car. Looking out over the Snake River that divides the two states, the Four Rivers Cultural Center has a formal Japanese garden and a 30,000-square-foot conference center with multiple meeting rooms.

Well, that’s it. We’ve run out of Oregon roads. But now that you’ve traveled along central and eastern Oregon with us, where are you planning to meet next?

GET CONNECTED

TRAVEL OREGON | visiteasternoregon.com

TRAVEL PENDLETON | travelpendleton.com

VISIT CENTRAL OREGON | visitcentraloregon.com

From a

DISTANCE

PLANNING MEETINGS AND EVENTS OUTSIDE OF YOUR TIME ZONE CAN BE TRICKY. TWO EXPERTS SHARE THEIR TIPS.

BY TERESA KENNEY

AS PLANNERS, WE CAN’T BE EVERYWHERE AT ONCE, REGARDLESS OF WHAT OUR CLIENTS REQUEST. SO HOW DO YOU PLAN AN EVENT IN A CITY, STATE OR COUNTRY THOUSANDS OF MILES AWAY? NORTHWEST MEETINGS + EVENTS SAT DOWN WITH TWO OF OUR INDUSTRY’S MOST PROLIFIC PLANNERS—SHELLY TOLO WITH TOLO EVENTS AND CAROLINE KAY WITH C.KAY INTERNATIONAL—WHO FIND PLANNING DESTINATION EVENTS A SNAP. THEY SHARED WITH US THEIR APPROACHES TO ORGANIZING PROGRAMS AND PARTIES FROM AFAR.

How many meetings and events do you plan remotely each year and where have you worked? TOLO: Typically seven or eight. In addition to Washington state, this year we’ll produce events in Pennsylvania, New York and California. KAY: Ten to 15 remote events each year. I’ve been lucky to have delivered events in many places all over the world, including Germany, China, Ukraine, Thailand, Malaysia, Australia, U.K., South Africa, the Caribbean and most major cities in Europe.

What types of events and meetings do you produce? TOLO: Galas, parties, conferences, conventions, etc. To date, in 2019, we are contracted for four fundraising galas, one golf tournament and three parties. KAY: Business conferences, corporate parties and retreats, incentive travel, eSports events, and more.

What are three of the top challenges you face planning remotely? TOLO: First, picking the right vendor partners. Sometimes we are working with a different office of one of our national vendors, so that is easy. But when in a new city, finding the right vendor for smaller needs sometimes takes a little longer as we want to make sure they are the right fit.

Next, making sure your out-of-town

Planners

Shelly Tolo*

PRESIDENT, Tolo Events Shelly Tolo launched Tolo Events in 2002 after a 12-year career as a development officer and event planner for nonprofit organizations. She holds a master’s degree in public management from Carnegie Mellon University with a concentration in nonprofit organizations. In addition to her business savvy, Tolo has a keen eye for design and is recognized as a leading event designer.

*Read more about Tolo on page 48

Caroline Kay

PRESIDENT, C.KAY International Caroline Kay is a conference and event planning mastermind with more than 20 years of event and operations management experience. Her clients include such powerhouses as Microsoft, Siemens, Avanade, GSK, HP and American Express. She’s produced one-of-a-kind conferences and events around the globe, drawing on an extensive international network of colleagues and experts in their respective fields.

C.KAY International produced the Technology Impact Awards in Vancouver, British Columbia, last year.

client can easily see their return on investment. For example, we want our fundraising gala clients to see that they are exceeding fundraising goals at their event. Especially with fundraising galas, we are experts in our field. Out-ofWashington nonprofits who need to fix a failing event, need to take their fundraising to a new level or are starting a fundraising gala from scratch—these are the nonprofits who typically hire us to be a part of their team.

And finally traveling: You've got to love it or planning remotely isn't for you. KAY: We actually don’t find organizing a remote event that much more challenging than arranging a local one. In both cases, it’s all about merciless planning (every detail noted in spreadsheets), clear communications, and regular planning and contact with the on-site team.

But planning events remotely and then traveling to produce them can mean long travel hours, and jet lag can get in the way. I work hard to get enough rest to recover from the travel before diving into the final event planning.

And, of course, language barriers can create challenges. They add a layer of complexity and uncertainty to communications and planning. It’s always tough when you order one thing for the event and arrive to find something else has been delivered.

What are your top tips for planning events or meetings remotely?

TOLO:

1.

Having regularly scheduled planning calls with your client so they know their event is top of mind. Video conferencing is the best, as then you can see your client. 2. If it is a venue you’ve never been to and it is a large event, you need to do a site visit very early on in the planning process.

3. I like to have at least two in-person meetings during the planning process. If we’re planning a gala, we’d typically have one of those in-person meetings be the menu tasting because then you can show all of the decor and have face-to-face time with the venue staff, too.

4. Be on location two days before the event. Especially in the winter, we always fly a minimum of two days in advance just in case of weather delays. Plus being on-site early enables us to offer on-the-ground assistance to our client for running errands, etc.

KAY:

1. Clear and frequent communications are critical! Make the communications with the client and your remote team as simple and straightforward as possible. Don’t overcomplicate things. Making communications simple makes it more effective in general, and it’s especially helpful with remote teams whose first language might not be English.

2. Work hard to understand and respect the local culture in which you’re planning the event: the local lifestyle, the business and hospitality culture, the communications styles, etc.

3. Know the world’s time zones! If you’re doing all the pre-planning remotely, be considerate of when you set meetings. Arranging a conference call for a time convenient for the site location rather than your own can make the communications more effective and may get you big points for courtesy.

4. Hold video conference calls instead of phone calls. (Even if it’s 4 a.m. your time and you’re half in pajamas and half looking like you just got to the office!) Having faces on camera during discussions can cultivate and establish good working relationships much more quickly with remote teams. It can improve communications and help with language barriers.

5. To make those conference calls efficient and productive, create and share the meeting agenda in advance. Keep to the timing and topics on the agenda. Capture minutes—especially with action items—and distribute the minutes soon after the meeting.

Get Connected

C.KAY INTERNATIONAL | ckayinternational.com

TOLO EVENTS | toloevents.com

Meeting Concierge for Hire

As a national account manager with the event management company Experient, Ohio-based Mimi Whitney has assisted several organizations with booking meeting space and hotels in the Pacific Northwest. She says one of her main objectives is to help her clients leverage her company’s network and connections to secure the best deal possible, while navigating the contract specifics.

“We have multiple tools that we use to source various hotels all around the globe. And once we compile the information, based on the meeting specifications that our clients have, we benchmark the results of the various proposals that come back. We actually are very data-driven,” she says.

“We look in our system to see what kind of contracts have been written in those hotels in the past. For example, in writing a two-year contract for a client in Florida, I looked in our system and found four contracts that were written over very similar dates. So I could see what kind of rates and concessions were offered in my associates’ contracts. That allows me to say with confidence to my client, ‘These rates really are as good as I’d hoped they would be for you.’”

To further help with evaluating the cost of meeting in various destinations, the company introduced a tool named Spectrum last year that collects data from every contract it inputs into its system every 24 hours. The tool reports average rates, food and beverage costs, and attrition percentages in the country’s top cities and hotels. It also shows data, such as which hotels are closest to the convention center and what the weather is like for that time of year.

“So if our clients aren’t sure which city they want to choose, and they’re comparing Seattle, Los Angeles and Portland, for example, they can pull up those cities and can actually see what the average costs are and what the weather’s like. Before they even start sending out requests for proposals or looking at those cities seriously, they can determine if it falls within their budget or meets their criteria for the number of rooms they need,” says Whitney.