CM&E Spring

June 2012

Canada’s Premier Publication for Corporate Meeting, Travel & Incentive Professionals

Inside this issue:

The Value of the ThirdParty Planner Page 10

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Cover story 10 The Value of the Third-Party Planner Enlisting the services of independent planning professionals

By Rita Plaskett

contents Features 7

editor's note

8 Meeting Planner Profile

Patricia Rekert, Owner and President, In Any Event Design, Vancouver

18 Destination Profile

Rocky Mountain High: Majestic Meetings Destinations in B.C. and Alberta

26

Venue Spotlight

Western Hospitality

29 AV Insight

Uniting People Through Technology

By Heidi Welker

30 Sustainable Event Planning R.I.S.E. to the Occasion

By Tamara Kennedy-Hill

34

Food & Beverage Chef Profiles: Simon Smotkowicz, Bernard Casavant, Neal Harkins and Derek Ingraham

37 Lifestyle

Stressed Out? Getting Back Up When Stress Knocks You Down

By Carey-Ann Oestreicher

38

Promo and Incentives

By Janet Helm

Tourism Whistler/Chad Chomlack

Cover Photo: Steve Rogers

The Appreciation Effect: A Better Way to Lead

Corporate Meetings & Events June 2012  |  3

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editor’snote

Corporate Meetings & Events Volume 13 Number 2 Publisher

Ellen McManus

Managing Editor

Sean Moon

Online Editor

Steven Chester

Senior Designer

Annette Carlucci

Designer

Jennifer Carter

Production Manager

Rachel Selbie

Circulation

Lina Trunina

Directory Manager

Petra Brown

Editorial Advisory Board Doreen Ashton-Wagner, Chief Strategist & Managing Director, Greenfield-Services Inc. Sandy Biback, Principal, Imagination Meetings Jane Davies, Vice President, ZedEvents Sarah Lowis, President, Sea to Sky Meeting Management Inc. Fiona Marshall-White, Managing Director of Events, Fraser Institute Joe Nishi, Regional Director, Meeting Encore Francis Pare, Account Manager, Zeste Incentive Martin Perelmuter, President, Speakers’ Spotlight Rita Plaskett, President, Agendum Inc. Brent Taylor, Principal, Timewise Event Management Inc. Angela Zaltsman, A to Z Event Management

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MediaEdge Communications Inc. All rights reserved. The contents of this publication may not be reproduced by any means, in whole or in part, without the prior written consent of the publisher.

President Senior Vice President

Kevin Brown Chuck Nervick

Walking the Line: High Tech vs. High Touch

A

A couple of years ago, I worked with a colleague who was a master of most things tech nical: computers, mobile com mu n icat ion s a nd, i n particular, social media applications. A whiz at navigating the myriad channels of Facebook, Twitter and LinkedIn, this intelligent, articulate woman was always at the top of her social media game. She could authoritatively and credibly market products, organize events and even conduct real-time training webinars, all from the comfort and relative safety of her smartphone or laptop.

Once this lady was removed from her mobile apps mileu, however, a sad and remarkable transformation occurred: from virtual world rock star to real world geekdom. It seems that all the social media savvy in the world couldn’t make up for her noticeable lack of actual interpersonal or so-called “people” skills. Social awkwardness aside, what struck me most is how so many people obsessed with the latest online gadgetry are willing to pursue their technological fixation at the expense of developing actual personal relationships.

With the theme of this issue of Corporate Meetings and Events focused on People, I began to think in earnest about how delicate this balance between hightech and high-touch in our industry can be. While I am personally a fan of using social media to help spread the word of our events and meetings, as well as the hundreds of apps currently available to enhance productivity and organization, I think there is a tendency to forget about the need to nurture and develop our people skills.

The idea of social intelligence isn’t new, of course. Authors and experts such as Daniel Goleman and Karl Albrecht have been discussing this issue for a couple of decades now. What I do think is of interest to those of us in the meetings industry, however, is that we have the ability and opportunity to learn, incorporate and continually improve these social skills every day. Out of the multiple types of “intelligences” first categorized by psychologist Howard Gardner back in 1983, social intelligence is one of the most important and relevant to this industry.

These social competency skills were later further described by Albrecht to include such dimensions as situational awareness, presence, authenticity, clarity and empathy – all of which are essential in achieving meetings industry success.

Although we certainly don’t cover every aspect of the “people” side of meetings and events, this issue does look into a variety of topics pertinent to the high touch-high tech balance: from our feature story on the importance of hiring a third-party planner, to how to better manage stress in a hectic lifestyle.

Heck, there may even be a few nuggets for my socially-challenged, Facebooking friend – once the issue goes up online at www.corporatemeetingsnetwork.ca of course.

Cheers for now.

Publications Mail Agreement No. 40063056 ISSN: 1919-1464 Return Undeliverable Canadian Addresses to:

Subscribe to e-newsletter at corporatemeetingsnetwork.ca Follow on Twitter @MeetingNetwork Like us on Facebook /cmemediaedge Join our group on linkd.in/cmemediaedge

Sean Moon, Managing Editor, CM&E

m e e t i n g p l a n n e r pr o f i l e

Patricia Rekert Tell us about yourself: I am a very private person. I have two grown sons whom I am most proud of. Family is the most important part of my life outside of work.

Name: Patricia Rekert Present: Owner and President of In Any Event Design Inc., Vancouver, B.C. Past: Professional photographer.

Expertise: Developing event concepts and identifying innovative solutions.

Specialty: Delivering sophisticated elegance in special event design and production.

Tell us about your work: My business evolved from a background in photography, theatre and film. In Any Event Design Inc. started as an event décor company doing wrap parties for the film industry. Over the years the scope of work has evolved to include everything from private and corporate events to large scale galas and conferences. I enjoy producing one-of-a-kind, personalized events and am very good at finding creative solutions. I often get called in at the 11th hour to “fix” things by last-minute clients.

How did you get to where you are today?

Hard work, talent and experience. I am very protective of my clients and respectfully guard their privacy and I believe that has built loyalty and trust over time. My work is about nurturing client relationships which has resulted in a successful business by referral.

Why are you good at what you do?

My style is understated elegance and my clients want events that are unique and entertaining yet thoughtful. I am also a good listener. I like to spend time getting to understand what my client’s vision is so we can collaborate towards a successful event. My clients tell me they feel at ease when I am in charge and often comment on how calm I am, even in crisis mode. I have high ethical standards and expect no less from others. I also believe that you are only as good as your team and I am very grateful to my suppliers and contractors for their support.

What are some of the challenges you face and how do you manage the work-life balance?

Demanding and ever-changing work schedules make it challenging to find quality down time. When you are an independent, it is difficult to map out personal time, particularly when a fantastic job you can’t resist pops up!

8 | www.corporatemeetingsnetwork.ca

m e e t i n g p l a n n e r pr o f i l e

I am very protective of my clients and respectfully guard their privacy and I believe that has built loyalty and trust over time. My work is about nurturing client relationships which has resulted in a successful business by referral.

In the early years, I was raising my two sons mostly on my own so I really had to juggle my work schedule so I could spend quality time with them.

I remember negotiating a deal with Natalie Cole’s manager by phone and he jokingly mentioned he was sitting in his back yard in the desert watching his wife decorate a cactus with Christmas tree lights while we were trying to hammer out a very important deal, to which I admitted I was sitting in my home office in my nightgown, having been up most of the night working! We both had a good laugh about it and I think the honesty of the situation helped our relationship going forward on the project.

I am one of those people who needs my sleep but I am very flexible about when I get it – as long as I get it eventually! I usually make time to crash after a particularly intense project so I can recharge my batteries for the next one. Sometimes I will stay “in the zone” for multiple events but I always make time for yoga, massages and I especially pamper my feet as much as possible!

Walk us through a typical day at work.

There is nothing typical about any day in my life except for the cappuccino which kick starts my morning!

Is there anything you would change in our industry, given the chance?

Despite the move towards more sustainability in our industry, I still think there is a lot of room for improvement. I try to align myself with companies that care about the environment and the well-being of others.

What have been some of your biggest achievements?

I have been for tunate to work with many interesting and inspiring people and as a result I have been honoured by my peers with various industry awards.

What do you like best about the meetings industry?

I like the challenges of an ever-changing industry where new ideas drive successful events. I also value the friendships and camaraderie of the industry.

Who are some of your notable clients?

Bill & Melinda Gates , Canadian Cancer Society , Michael Bublé, Pharmasave National, Prime Minister of Canada, Vancouver Canucks What are some of your most memorable events?

Some years ago I was asked by a corporate client of mine to produce his wedding. He was a prominent game designer and had some pretty unconventional ideas about what his wedding might look like. Think gargoyles, magic and mind games! Pair that up with a bride who is dreaming of a Martha Stewart wedding at the tennis club with fabulous florals and live birds and, well, you get the idea! I spent a tremendous amount of time trying to find some common ground for them and finally one day decided they should have it all. The end result was a 26-page timeline for a wedding which was a role playing “game” with a groom who goes missing in an illusion gone wrong and 120 guests go on a hosted scavenger hunt all over the city trying to find the groom. Within the hunt they also participate in an interactive game within the game to collect clues about the couple which in turn helps to solve the mystery of the missing groom and ultimately gets the guests interacting with one another.

Multiple venues and modes of travel ensue…yachts, buses, golf carts with the guests cars unknowingly valeted to the final destination. The groom spent time with an award winning illusionist (who posed as the best man) so we were able to even include an illusion which produced a white dove for the groom to hand the bride during the “I do’s.” This wedding “event” not only won multiple national industry awards but the couple and I remain good friends to this day.

I believe the opportunity to do unique and personalized events is a ver y rewarding accomplishment. However, I believe over-the-top events have seen their day and although my clients still want unique experiences, they are more inclined to use their events to help benefit others such that my business has become more involved in charitable events and projects which is very rewarding for me personally.

Corporate Meetings & Events June 2012 | 9

The Value of the Third-Party Planner Demand for third-party meeting planners is on the rise as in-house departments feel the pinch of economic reality.

By Rita Plaskett

Meetings today remain one of the premier ways of delivering content to a group of stakeholders. Over time, these important business events have evolved into many forms of delivery – from the traditional face-to-face meeting to remote satellite meetings, webinars, virtual seminars, virtual tradeshows – but their function and purpose remains essentially intact.

10 | www.corporatemeetingsnetwork.ca

cover story

Along with an ever-changing economy, there has also been a shift in perspective when it comes to questioning the value and return on investment of meetings. If meetings are to continue, many ask, will they still involve physical travel or will they migrate online? All of these questions and situations put a different slant or spin on the importance of meetings.

Fortunately for the meetings industry, the response has been that meetings are still relevant, necessary and instrumental in delivering your message â&#x20AC;&#x201C; a driver of enthusiasm, passion and commitment as well as a tool to engage your stakeholders.

Critical Component

Traditionally, much importance has been placed on the inherent value of meetings, but as the justification and the dollar spend became more scrutinized, so did the team that delivered that meeting. As a result, it has become increasingly important to engage the planning team earlier in the process. As the stakeholders develop the ROI, the business plan for the meeting and setting the goals and objectives, it has become increasingly critical to engage the planner of that event in that process. The delivery of the event becomes the canvas and the objectives of the organization

become the design that creates the art on that canvas. Once these factors are determined, the planner is then able to work strategically to ensure that the key messages and outcomes are realized.

A s b udge t con st ra i nt s a nd ot he r e c o n o m i c e f f e c t s h ave m ade t h e i r presence felt in organizations, however, s o m e c o mp a n i e s h ave dow n s i z e d.

I n m a ny c a s e s, m e e t i n g pl a n n i n g departments have been consolidated into other teams or even elim inated a lt og e t h e r. For a g r ow i n g nu m b e r of orga n i zat ion s, t he meet i ngs t hat continue are made possible due to their Corporate Meetings & Events June 2012â&#x20AC;&#x201A; |â&#x20AC;&#x201A; 11

cover story ability to engage remote services in the meeting planning process by hiring a third-party meeting planner.

Much-Needed Resource

T h i rd-pa r t y meet i ng pla n ners a re engaged by orga n izat ion s to either fully deliver an event (if the meeting pla n n i ng expert ise does not e x i s t i n s ide a n o r g a n i z at io n) or to supplement a n i nter n a l team. Today, as never before, the third-part y meeting planner has become a muchne eded exte n sion for m a ny organizations.

A third-party meeting planner ca n b e eit her a n i nd iv idua l or a s m a l l- t o me d iu m- si z e ent repreneu r ia l g roup t h at specializes in meetings and all the aspects that surround the logistics of an event. The expertise a thirdparty meeting planner can bring to your organization can only be measured by the vast experience and knowledge planners gain from various experiences, events, locations, dynamics, organizations and much more that they have gained over many years with many organizations.

The true value of a third-party meeting planner, however, is to be found in the early stages of the planning process.

By e n g ag i n g t h i r d-p a r t y pl a n n e r s i n t h e discovery and business planning phases of an event, clients can benefit from the experience and k nowledge of best pract ices f rom previous sim ilar events. Third-party planners may also bring an entirely different perspective to an event that a client may have overlooked.

An internal meeting planner will understand h is or her org a n i z at ion b ut m ay not have a vast array of out-ofc o m p a ny c o m p a r i s o n s t o draw from – a definite benefit of working with a third-party planner.

Niche Specialists

The third-party meeting planner may also be an expert in a specific field such as pharmaceutical or financial services, or may be a generalist with experience in a variety of organizations. Their skills also range from incentive programs to conference planning and management, corporate events, fundraising initiatives, special events and much more.

How a Third-Party Planner Can Help. . .

Trained, experienced and dedicated to their profession, independent meeting planning consultants contribute their expertise and knowledge, value for dollar, successful meeting results and “win-win” working relationships with their clients.

Consider the following benefits of hiring a third-party planner: Local Knowledge: Many third-party planners know how to navigate the tricky waters of local transportation, tourism, and accommodation issues.

Flexibility and Creativity: By asking the right questions of their clients, third-party planners can often anticipate challenges and trouble spots before they occur.

Site Selection and Logistics: Third-party planners can help save time and money by tackling planning logistics and performing much of the site selection legwork, allowing you time to focus on more important matters. With their many contacts in the industry, third-party meeting planners are able to suggest locations and venues that are a better match and often can save money.

Contract Negotiation: This can translate into big cost savings as a result of supplier relationships the third-party planner has developed.

Multitasking Experts: From marketing and sales to administration and on-site meetings management, third-party planners can handle a wide variety of duties and responsibilities.

They are trained and experienced professionals who understand industry procedures and requirements.

Selecting Suppliers: Increase your accessibility to a network of skilled industry suppliers that have credible relationships with the meeting planners who utilize their services and can confidently recommend the quality of their work. Independents have a huge list of suppliers nationally that they can call on for quality service.

Strategic planning: Understanding the goals and objectives for the event allows third-party planners to suggest an event that can be a business tool in measuring ROI, improve brand awareness or better align with the overall meeting objectives.

Handling Work Overflow: Many companies pass along the “planning” of meetings and events to their admin or other staff whose role is completely unrelated. The added workload these days results in reduced quality for both the event and the work the individual was actually hired to do. Hiring a third-party planner will alleviate the workload and ensure quality of event, allowing staff to focus on their work.

12 | www.corporatemeetingsnetwork.ca

cover story The choice of specialists and generalists is as vast as your needs. The majority of third-party meeting planners have accreditations such as CMP (Certified Meet i ng Professiona l) or CMM (Certification in Meeting Management) or CITE (Cer t i f ied I ncent ive Travel Expert) or many other desig nations.

Ac c r e d it at io n e n s u r e s t h i r d-p a r t y planners have professional education in their areas of specialization and that they are re-certified on an ongoing basis to remain current and knowledgeable in their respective disciplines.

Look for Credentials

Third-party meeting planners are most often members of various associations that represent their disciplines and can be sourced through those organizations.

Some of those organizations include: C a n S P E P (C a n a d i a n S o c i e t y o f P rofe s sion a l Eve nt Pla n ner s), ISE S (I nte r n at ion a l S o c ie t y of Eve nt Specialists), MPI (Meeting Professionals International), SITE (originally known as the Society of Incentive and Travel Executives) and others.

When you are sourcing a third-party planner, do your due diligence when choosing candidates to ensure they have the depth of knowledge you are seeking (this goes further than just reading a resume) and that their list of upcoming events ensures they have the time to work on your project. Many have staff (therefore time is not a concern) but there are also those who are independent so juggling and time management is critical. There are third-party meeting planners who focus on the strategic element of your event as well as logistics and there are specialists in strictly logistics. In addition, there are third-party meeting planners with multiple languages and some who work primarily in English.

Therefore, as you are searching for the right third-party planner or company, review all the elements that will ensure the success of your endeavor. Third–party meeting planners can be a definite asset to any event you will undertake, and there is a combination that will work for you and your needs.

Rita Plaskett, CMP, CMM, is president of AGENDUM Inc., a strategic meeting planning firm based in Toronto. She is also the current president of CanSPEP and is a former chair of MPI Foundation.

Meeting Standards of Excellence Spacious meeting rooms, dedicated planners, accomplished chefs, exceptional recreational facilities and comfortable guest accommodations make NAV CENTRE the ideal choice for your next meeting venue.

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N A V SPA COMING JUNE 2012

Corporate Meetings & Events June 2012 | 13

totabc.org

T h o mp s o n O k a n a g a n s u pp l e m e n t

Peaks &

Valleys

Thompson Okanagan, B.C.

Home to Canada’s only desert and the tallest peak in the Canadian Rockies, the Thompson Okanagan region of south central British Columbia is a unique area that amazes visitors with its diversity. Distinguished by semi-arid desert and vineyards in the south, ranchlands and rolling hills in the central region and spectacular mountain wilderness in the north, Thompson Okanagan offers an abundance of sunshine and year-round activities for everyone.

Outdoor enthusiasts can enjoy a wide variety of adventures such as mountain biking, hiking, climbing, fishing, canoeing and wildlife viewing. Sport lovers will be busy with championship golf courses, destination ski resorts, boat cruises and water activities. Families can enjoy farms, camping, beaches, lakeside resorts and a multitude of fun choices for everyone’s particular tastes.

“The Thompson Okanagan is appealing for a variety of reasons,” explains Ellen Walker-Matthews, market experience specialist at the Thompson Okanagan Tou r i sm Asso ciat ion (TOTA). “O u r geographical diversity provides a number 14 | www.corporatemeetingsnetwork.ca

of different landscapes from desert to lakes and orchards through to the alpine meadows of the Rocky Mountains. Our proximity to larger centres such as Vancouver, Calgary and Seattle make transportation logistics short and simple. The climate provides opportunities for a multitude of outdoor activities almost year round and the region provides a blank canvas for the imagination of any meeting and incentive travel planner.”

Speaking of tastes – vineyards, 135 wineries, casual-to-elegant dining, fruitladen orchards – the Thompson Okanagan is a sensory experience not to be missed.

Conveniently located halfway between Vancouver and the Canadian Rockies, Thompson Okanagan is located 50 minutes flying and four hours driving time from Vancouver and one hour flying and seven hours driving from Calgary.

“Meeting and incentive planners on occasion have been remarkably surprised as to what our region can deliver based on our location,” says Walker-Matthews. “They

Stay hydrated!

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With Canada’s warmest lake and hottest climate to welcome your group, you and your colleagues can look forward to fun when the work is done. Whether seeking an authentic rural experience, or the small town charm of Osoyoos, both are within an easy walk or a short scenic bike ride from any one of our seven distinct accommodations featuring meeting and conference space, and offering both desert and waterfront locations.

From here, anything is possible. Golfing. Spas. Beaches. Award-winning wineries & restaurants.

Orchard visits and mountain adventures. Eco-desert and aboriginal culture experiences.

Drink it in!

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T h o mp s o n O k a n a g a n s u pp l e m e n t

16 | www.corporatemeetingsnetwork.ca

rooms situated in a peaceful serene pine forest setting near Kelowna.

Another unique feature of the Thompson Okanagan region is the relationship between local farmers and restaurants that has grown exponentially over the last 10 years, according to Walker-Matthews.

“Known as an area steeped in agricultural history, the farm-to-table aspect of our culinary scene has garnered widespread at te nt ion. Ok a n aga n w i ne s h ave contributed immensely to this recognition with winemakers winning awards in competitions around the world. Museums, art galleries and native interpretive centres located around the region provide other opportunities for those wishing a historical or cultural experience. The significance of a

clean, appealing and affordable destination in relative close geographical proximity to other parts of Canada and the United States make the Thompson Okanagan a must consideration for planners.”

“The region is closer than you think,” says Walker-Matthews. “We like to think of ourselves as casual sophistication with the ability to provide a destination venue for any group that is interested in experiencing our charm.”

(For more information on this exciting meetings destination, visit www.travelthompsonokanagan.com.)

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have been pleasantly surprised as to the ease, comfort and affordability of many of our destinations and activity add-ons. Many are thankful for the climate, as well as the laidback nature and friendliness of the locals.

We’ve had many meeting planners depart a successful event in the region knowing that their client was able to take part in several activities and adventures that they otherwise would have not been able to undertake in their client’s home town.”

Walker-Matthews says the Thompson Okanagan Tourism Association can provide valuable insight and leads to customize meeting and incentive travel planner’s needs with their clients. “Our variety of venues, settings and things to do can occasionally make for difficult and uninformed decisions.

Our second opinions and suggestions can alleviate these challenges and pave the way for a successful project.”

Along with a va r ie t y of me e t i ng and conference space, the region has recently added two new properties of vastly different proportions. The first is Sparkling Hill near Vernon, a Europeandesigned destination wellness resort overlooking Okanagan Lake that features a 40,000-square-foot spa along with 150 rooms perched atop a mountain offering a commanding panoramic view. The other is a unique small venue retreat ideal for meeting and event planners. The Bottega Farm Inn is a marvel of modern, west coast architecture possessing 10 luxurious

T h o mp s o n O k a n a g a n s u pp l e m e n t For those considering the area as a meetings or event destination, the Thompson Okanagan features several distinct regions, each boasting its own unique blend of urban amenities, outdoor activities and geographical diversity. Here’s a brief look at the major tourism regions: North Thompson The North Thompson Valley is also home to Mount Robson, part of a UNESCO World Heritage Site and the highest peak in the Canadian Rockies.

The Shuswap Friendly folks welcome visitors to studios, galleries, museums, free concerts and internationally renowned musical events.

North Okanagan The fertile agricultural land of the North Okanagan is known for dairy products, fruits and vegetables.

Central Okanagan In an area famous for its local fruit and wine, Okanagan Lake anchors the Central Okanagan with an abundance of recreational opportunities.

Similkameen The Similkameen River brings life to the arid grasslands of the valley. Keremeos is the “Fruit Stand Capital of Canada” and centre of B.C.’s newest wine region.

South Okanagan The South Okanagan features lakes, vineyards and orchards with communities dotted along the Hwy 97 corridor.

South Thompson The South Thompson features volcanic land masses that form the plateau country northwest of Kamloops, while forests and lakes fill the lowlands.

Canada

Gold Country Gold Country’s diverse landscapes, with over 20 provincial parks and protected areas, range from semi-arid desert to thick forests with lakes, grasslands, meadows, river canyons and mountains.

Nicola Valley The Nicola Valley is home to Merritt, the Country Music Capital of Canada, and Douglas Lake Ranch, the largest working cattle ranch in Canada.

Stay

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| We’ll help you customize your event!

Few conference and event locations offer the charm and elegance of the Nk’Mip Conference Centre at Nk’Mip Resort in Osoyoos. Book your conference, special event or magical wedding at Nk’Mip and experience the true meaning of a “destination meeting place” with stunning desert golf, elegant dining, winery tours, beaches and swimming pools, luxurious 4.5 star accommodation, and spa services that await you.

A 5-Star Okanagan Getaway Spirit Ridge offers full-service professional conference facilities for groups of up to 350.

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Email stay@spiritridge.ca, visit www.spiritridge.ca or call 1-877-313-9463 to book!

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Rocky Mountain High

Whistler, B.C. Nestled in British Columbia’s magnificent Coast Mountains and distinguished by its impressive twin peaks of Whistler and Blackcomb, Whistler is rated as one of the world’s top destination resorts year after year. Surrounded by forested valleys, rivers and lakes, this mountain paradise offers meeting and event planners a spectacular variety of venues to choose from.

“In Whistler, you can meet and celebrate in places as varied as a mountaintop ski lodge or a wilderness chalet in the heart of the Callaghan Valley,” says Kerry Duff, manager of Destination Media Relations for Tourism Whistler. “You can add speed to an event at an Olympic bobsledding track, enjoy pastoral elegance by a glacier lake, or journey back in time to a First Nations ancestral feasting hall.”

While millions visit the area each year to partake of its numerous outdoor sports and activities, as well as enjoy its global reputation as a premier alpine vacation resort, Whistler is also a meeting planner’s dream.

Offering 5,400 rooms of accommodation options , including brand name hotels such as Fairmont, Four Seasons, Hilton, Pan Pacific and Westin, Whistler also boast a total of over 150,000 square feet of meeting space scattered 18 | www.corporatemeetingsnetwork.ca

among dozens of gorgeous venues to exceed your delegates’ expectations, including the Roundhouse Lodge on Whistler Mountain, the Squamish Lil’wat Cultural Centre, and 2010 Olympic Winter Games venues such as the bobsleigh track and the beautiful day lodge at Whistler Olympic Park.

“In Whistler, you can design and deliver amazing events all year,” says Duff.

“Whether in the heart of our mountain village or just beyond the fringe, our unique venues, resorts and natural landscape all make for a memorable stage on which to construct your dream event.”

Whistler Conference Centre

The Whistler Conference Centre is the signature group venue of Whistler. With a total capacity of 65,000 sq. ft., the building regularly hosts special events, conferences, and group meetings throughout the year.

A mere two-minute walk from the shops and restaurants in Village Square, the Whistler Conference Centre is easily accessible from any accommodation within Whistler Village. Its Grand Foyer

Tourism Whistler/Mike Crane Tourism Whistler/Mike Crane

Steve Rogers

d e s t i n a t i o n pr o f i l e

Whistler Highlights Water Wonderland: Five sparkling lakes and numerous rivers for a multitude of water activities

Shopper's Delight: 200-plus retail shops ranging from chic brands to unique local finds Endless Après: More than 30 bars, pubs, lounges and nightclubs Foodie's Paradise: More than 90 restaurants ranging from local to international fare and featuring awardwinning chefs

whistler

Steve Rogers

d e s t i n a t i o n pr o f i l e

Best Biking: Hundreds of kilometres of cross-country and paved trails for all levels of riders, plus the lift-serviced Whistler Mountain Bike Park - widely regarded as the best bike park in the world

culture still remain an important part of mountain life. Festivals, concerts, and arts events happen all year long and can be a bonus to your meeting. Whistler’s cultural community can offer expertise on what’s hot when it comes to music and entertainment and our local artists can be part of your activity programming or event animation.”

For your Health: More than 20 spas, salons and therapeutic treatment services to relax and rejuvenate after a long day of meetings Source: Tourism Whistler

Joern Rohde

showcases a 40-foot Rumford design river rock fireplace while the 5,400 sq. ft. of prefunction space is perfect for receptions and dinners. In addition, the 16,500 sq. ft. Sea to Sky Ballroom can be easily divided into three separate salons. As part of its commitment to sustainable meetings, the Whistler Conference Centre features a roof made from 80 per cent recycled material, while in 2006, the Sempa Hybrid Energy System was installed, thus removing 311 tons of greenhouse gas emissions from the facility.

Outside the confines of meeting rooms and conference facilities, it’s natural to feel inspired by Whistler’s mountain mag ic. It f lows f rom majest ic pea k s into the vibrant village, along quaint pat hways a nd towa rd s sp e c t ac u l a r views. Plentiful dining, shopping and spas are within easy walking distance of most hotels and myriad options are waiting to add inspiration and mustattend status to your event. From an exhilarating zipline adventure to golf on one of Whistler’s four championship courses, there’s a lot to enjoy in this haven just t wo-hours’ drive north of Vancouver along the Sea to Sky Highway.

“What sets Whistler apart from just about everywhere else is how much there is to do and how accessible the great outdoors is, “ says Duff. “But even with outdoor activities hogging most of the attention, arts and

Winter Playground: Abundant snow (on average 33 feet annually) and countless winter activities both on and off the slopes

Corporate Meetings & Events June 2012 | 19

Banff Lake Louise Tourism/Richard Hallman Banff Lake Louise Tourism/Paul Zizka

Alberta

Banff Lake Louise Tourism/Paul Zizka

d e s t i n a t i o n pr o f i l e

Banff/Lake Louise With its magnificent snow-capped peaks, crystal clear waters and an abundance of picture-perfect vistas, Banff is not only an outdoor enthusiast’s dream, it is also one of Canada’s top incentive destinations and increasingly popular with meeting planners from across the country.

and activities that are located at your door step provide motivation, inspiration, and experiences for their attendees that they will not soon forget.”

“The scenery provides a memorable backdrop for every type of program – whether a corporate sales meeting, an annual association conference, or an incentive trip,” says Mary Morrison, manager of travel media relations for Banff Lake Louise Tourism.

“With meeting space that can easily facilitate the requirements of groups of over 1,000, planners can be confident in knowing that it will be easy to accomplish the ‘business’ of meetings, while the stunning scenery

As part of the Banff National Park region – and a UNESCO World Heritage Site – Banff/ Lake Louise is a truly unique destination that combines luxurious hotel properties, vast expanses of flexible meeting space and scores of professional amenities with the protected natural environment of a national park. Add in a plentiful assortment of gourmet restaurants, cafes, galleries, nightclubs and retail shops – not to mention dozens of outdoor adventure opportunities –

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A Natural Choice

51° 15’ 31.19” N -115° 49’ 59.34” W travelalberta.com/meetings

REACHING THE TOP HAS MANY DEFINITIONS

Alberta

and meeting delegates will have a hard time squeezing it all in.

“Not h i ng i s more Ca n ad ia n t h a n Banff National Park,” says Morrison.

“Soaring mountain peaks, turquoise waters, wild li fe, with a n authent ic and adventurous spirit. We are what Canadians treasure most – and what the world looks to experience while in Canada. There is always a spectacular v i e w, p r o v i d i n g a t t e n d e e s w i t h t he sen se of k now i ng t hat t hey a re somewhere truly special and unique in the world.”

Top of the List

Ju s t 9 0 m i n u t e s d r i v e w e s t f r o m Calgary International Airport, Banff gives meeting planners plenty to think about when looking at the region as a n event dest i n at ion. Wit h over 25 professional meeting and convention properties available for groups of up to 2,000 people, Banff also plays host to dozens of first-rate lodging options.

Iconic properties such as the Fairmont Chateau Lake Louise and Banff Springs Hotel help propel t h i s pict u resque reg ion to t he top of m a ny me et i ng planners’ lists.

Beyond top-rated facilities including five-star resorts and state-of-the-art meeting rooms, delegates can enjoy wester n BBQ’s, t ra nqui l sk i lodges, a r t ga l ler y v i sit s a nd rest au ra nt e x p e r ie n ce s w it h r e now n e d c he f s.

And for the environmentally minded delegate, t hey’ll be i mpressed wit h B a n f f ’s r e n ow n e d r e p ut at io n a s a green meetings destination, with more than 50 per cent of hotels exceeding minimum guidelines for linen reuse, r e c yc l i n g , a n d e n e r g y e f f i c i e n c y, high-performance green hotels with lighting, heating and cooling systems that reduce environmental footprints a nd t he Tow n of Ba n f f lead i ng t he way as Ca n ada’s f i rst mu n icipa l it y to operate hybrid buses on its public transportation route.

Banff Lake Louise Tourism

d e s t i n a t i o n pr o f i l e

Banff Highlights Look Up….Waaay Up! - At 1,383 metres, the Town of Banff is the highest town in Canada. The Lake Louise village is the highest community at 1,534 metres.

Skiers Delight: There are three ski resorts located in Banff National Park, with 200 kilometres of trails: Banff Mount Norquay, Sunshine Village and the Lake Louise Mountain Resort.

Year-Round Fun: Summer attendees can golf at championship courses, go whitewater rafting, fly-fishing, biking, hiking, rock-climbing or canoeing.

During the winter, options include skiing, snowboarding, dogsledding, snowmobiling, skating and ice climbing.

Mountie Meet and Greet: Surprise your group with an informal chat with a retired Canadian Mountie. Hear exciting and colourful stories of the organization’s rich history and traditions and even pose for a few memorable photos.

Offsite Options: Choose from unique western barbecue events to ski lodges to art galleries as well as restaurants with award-winning chefs featuring local Alberta beef and bison.

First-class Local Vendors: Work with area professionals who have deep insider knowledge of how to create a flawlessly successful program. Audiovisual experts, event producers, DMCs, transportation providers, florists and caterers are all at your fingertips.

“Nothing is more Canadian than Banff National Park. Soaring mountain peaks, turquoise waters, wild life, with an authentic and adventurous spirit.”

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Tourism Jasper

Alberta

d e s t i n a t i o n pr o f i l e

in this UNESCO World Heritage Site. When it comes to natural beauty, says Braz, “You can’t beat Jasper.”

Natural Appeal

Jasper

Aside from the obvious natural appeal, there are other key benefits for hosts and planners.

Seamless integration across conference events is critical for Braz, who is tasked with scheduling a two-day golf tournament, trade show, awards ceremony and gala dinner into one busy weekend for the conference’s 450 attendees. At the Fairmont everything can happen on site, among the 700 acres of alpine forest along the shore of Lac Beauvert, which also boasts Canada’s #1 resort golf course (ScoreGolf Magazine).

And, says Braz, it may be a small mountain town but the professionalism is world class. “I found the service and expertise at the Lodge to be beyond my expectations. It’s the most welcoming atmosphere I’ve ever experienced.”

Ken Kuzminski, president of the Jasper Chamber of Commerce, emphasizes that point.

“We are a small town with big city facilities – conference and hotel space, dining, activities – that many small towns don’t have,” he adds.

“When considering a big city versus Jasper, here you can make it a memorable experience.”

Tourism Jasper

Tourism Jasper

At over 385 kilometres from the nearest international airport in Edmonton, the small town of Jasper, Alberta (population 5,000) may not seem like the most intuitive choice Rooms with a View While the Fairmont boasts the largest hotel for corporate event planners. Travel is a definite consideration.

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conference space at 26,520 square feet (across 17 rooms), the Sawridge Inn and Conference Centre (5395 square feet), six Mountain Park Lodge properties (Amethyst Lodge, Lobstick Lodge, Marmot Lodge, Pocahontas Cabins, Chateau Jasper and Pyramid Lake Resort) and Best Western Jasper Inn and Suites all offer their own distinct attractions and conferencing amenities. Or, depending on season and space requirements, a meeting or reception might take place next to the waters of a serene alpine lake at Pyramid Lake Resort or in the main lodge up at the ski hill at Marmot Basin. It’s all up to the planner and how creative they want to be.

The range of possible activities offered within Repeat Performance The association first held its annual conference Jasper National Park – skiing, golfing, hiking, at the Fairmont Jasper Park Lodge in the whitewater rafting, horseback riding, paddling, early 1970s, and has rarely strayed since. wildlife viewing and more – makes it easy This year the organization celebrates its 50th for planners to add in all the little extras that anniversary, and has chosen Jasper once again enhance the delegate experience. Hélène Kenny, as the destination for its milestone celebration. an event organizer for the Canadian Automobile With membership stretched across the Association, said of their experience hosting province, some attendees will drive as many events in Jasper, “Each year the conference as seven hours for the event. But for some, says program gets better and expectations from the Braz, the drive itself is a much-anticipated part delegates continue to soar like the beautiful of the experience. Whether coming from the mountains that surround Jasper.”

With that in mind, perhaps the only word south via Calgary along the Icefields Parkway or west from Edmonton on the Yellowhead, of caution for planners considering hosting an those first views of the Canadian Rockies event in Jasper would be to take care not to raise hewing into view from across the rolling plains expectations too high. Unless, like the Canadian leave visitors to the province breathless, setting Home Builders Association, you want to keep the tone for an authentic mountain experience coming back year after year.

“The drive can be a little daunting,” acknowledges Laara Braz, event planner with the Canadian Home Builders Association – Alberta. However, as Braz has discovered since 2005, when she first began assisting with the organization’s annual conference, this has its benefits as well.

“We find that because people are a little more secluded when they get there, there is a lot of casual networking that occurs,” she explains. “There aren’t the influences and outside distractions of being in a major city.”

 42,000 sq. ft. of event space for 8 to 2000 guests  Vancouver’s iconic hotel with legendary reputation  Vancouver’s #1 venue for receptions, galas,

events & meetings  Only Vancouver hotel with unrestricted views of the harbour, city and mountains

v e n u e Sp o t l i g h t

Western

Hospitality

From stunning waterfront hotels and mountaintop resorts offering breathtaking views of Vancouver and its harbor to world-class Alberta properties that blend the best of sporting and gaming excitement with fabulous event spaces, Western Canada offers event planners a host of spectacular meeting venue options.

Pan Pacific Hotel, Vancouver

Pan Pacific

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Meeting planners in Vancouver looking for a downtown waterfront venue would be hard pressed to find a more perfectly situated hotel than the Pan Pacific Hotel Vancouver.

Literally “on the water,” this stunning modern hotel is built on a pier and uniquely located atop Canada Place at the heart of Vancouver’s downtown waterfront. Rising above the Alaska cruise ship terminal and the Vancouver Convention Centre, the Pan Pacific features sweeping views of the Coastal Mountains, Coal Harbour and Vancouver’s city skyline.

“Our incredible location puts everything nearby,” says Kathryn Poole, executive assistant and marketing coordinator with Pan Pacific Vancouver. “Step out the front door of the hotel and you’re minutes from shopping, theatres, the marina and renowned Stanley Park. Or watch the magnificent cruise liners pass by from the intimacy of your guest room.”

A flexible design and spectacular views have made the Pan Pacific one Vancouver’s most in-demand event venues, hosting everything from global conferences attended by world leaders to the wedding reception for superstar crooner Michael Buble. Over 42,000

square feet of event space is anchored by the Crystal Pavilion, an elegant ballroom for up to 700 while the Oceanview Suites offer the ultimate in multi-functionality. Eight spacious meeting rooms with floor-to-ceiling views provide natural light for daytime meetings or transform into an exclusive moonlit reception area for up to 750 guests.

In addition, the hotel features 503 guestrooms and suites and more than 20 versatile meeting and event spaces ranging from the Gallery Board Room for meetings of up to 20 people to the airy Atrium Lobby for 1,200 guests, all with a big-picture view of minimizing the hotel’s environmental footprint. The Pan Pacific currently holds a Four Green Lead rating by the Hotel Association of Vancouver for its environmental programs.

“Our beautiful and extensive facilities are complemented by the highest standards of service and hospitality allowing us the opportunity to make great planners look like superstars,” says Poole. “Our environmental initiatives are also playing more of a role in the venues ultimately selected by meeting and event planners.” (www.panpacificvancouver.com)

v e n u e Sp o t l i g h t

Grouse Mountain

Grouse Mountain, Vancouver

With most of Grouse Mountain’s meeting venues situated in a mountaintop chalet setting offering breathtaking views of Vancouver and the Lower Mainland below, it’s no wonder that the only decorator event planners might need to rely on is Mother Nature herself.

“Grouse Mountai n is part icularly appealing to meeting and event planners as our natural setting means that little or no added décor is needed,” muses Sarah Lusk, public relations manager of the B.C. meetings and activities destination. “But what really separates our venue from others is the large variety of add-on activities including skiing and riding, snowshoeing, zip-lining and tours to the Eye of the Wind, the world’s only wind turbine with a 360-degree viewPod.” Whether your event is an intimate gathering with 15 people or a spectacular party for over 500, Grouse Mountain offers a venue for almost any occasion.

“We have seen a growing demand for events co-ordinated with corporate teambuilding or participatory activities and, in some cases, an educational component,” says Lusk. “Many organizers are looking for an experiential component, such as health and fitness activities, to spice up their meetings and events.”

Among the varied event spaces located throughout the resort are: The Timber Room: A rustic alpine banquet room for sit-down din ners, cocktail receptions, presentations and meetings.

Spruce Meadows

The mountain, city and ocean views provide an inspirational backdrop for both wedding ceremonies and cocktail receptions.

The Observatory: One of Vancouver's most exclusive settings, this fine-dining restaurant offers spectacular elegance and style, rich earth tones, elegant furnishings, and refined wood accents.

Theatre in the Sky: Grouse Mountain’s HD screen theatre offers an exceptional setting for award ceremonies, presentations, and seminars.

Chalet: For larger groups seeking the flexibility and drama of several rooms linked together, the Chalet sets the scene for a magnificent event, whether a buffet, sit-down black-tie dinner, cocktail party, or reception.

Híwus Feasthouse: This traditional aboriginal longhouse offers a truly spectacular atmosphere complete with intricate carvings, totem pole entranceway, open fireplace and the rich scent of cedar. The peaceful ambiance is perfect for team building, corporate meetings, presentations and brainstorming. (www.grousemountain.com)

Spruce Meadows, Calgary, Alberta

Since its opening in 1975, Spruce Meadows has evolved and grown on to the global stage.

Today it continues to enjoy its reputation as a unique environment of “good friendship, good commerce and good sport.”

Nestled on the edge of the Rocky Mountains, just outside Calgary, Spruce Meadows’ proximity to quality hotels or the comfort of a country cabin make it an

Corporate Meetings & Events June 2012 | 27

v e n u e Sp o t l i g h t

Stoney Nakoda Resort

appealing venue to host clients from around the world wanting to experience Canadian hospitality.

With more than 550 acres of property, Spruce Meadows offers multi-purpose meeting and special event space complete with breakout rooms, options for banquet facilities and trade-show floor space. The mixed-use sporting and events venue also boasts a "behind-the-scenes" experience for their clients, including a tour of the stables, the television production facilities, and an insider's understanding of their tournament operations.

“From novice rider development to the Olympics, Spruce Meadows supports the sport of show jumping like no other facility in the world,” says Ian Allison, senior vice president.

In addition to its stellar reputation as an equestrian facility, Spruce Meadows has planned and organized a wide variety of world renowned and diverse events from small private meetings to large strategy sessions, elaborate weddings for high-profile guests to confidential VIP meetings.

Among the meeting and event options are: The British House, a 3,600-sq.-ft.

Georgian Room that is an ideal venue for intimate dinners and meetings along with the flexibility of breakout rooms; Congress Hall, which offers 12,000 sq. ft. of unique conference/banquet space; and EquiPlex, a 36,000 sq.-ft. venue large enough to host a variety of events from equestrian competitions to trade shows and galas.

“With Spruce Meadows’ experience and flexibility, one can expect a blend of imagination, sophistication and unique atmosphere to be brought to any event,” says Allison. “If you can dream it, we can do it.” (www.sprucemeadows.com)

Stoney Nakoda Resort, Morley, Alberta

Opening in 2008 as Alberta’s only casino resort in the Rockies, the Stoney Nakoda Resort & Casino offers a relaxed atmosphere, only 30 minutes west of Calgary, and a short drive from Canmore and Banff.

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“The ability to get away from the everyday interruptions of the city, and escape to the mountains where you can enjoy breathtaking scenery, host meetings or events in first-class facilities, and stay in luxurious and spacious guest rooms is very appealing to meeting and event planners,” says Chris Grimes, Stoney Nakoda sales, catering and marketing co-ordinator. “For groups of 15 or more, the resort will even come and pick you up in one of our two 32-passenger luxury shuttles.”

When the meetings are over, delegates and guests can relax in the indoor pool/ waterslide/whirlpool area, catch all the sports action in Sidelines Lounge, enjoy one of Stoney Nakoda’s themed buffet dinner nights, or try their luck on the casino floor.

New to the resort this January is a high-tech golf simulator where players can choose from over 30 world-class courses, including Pebble Beach, Spyglass, and Spanish Bay. “Just like being on the course, we’ll bring your drinks to you, even food from our menu,” says Grimes.

Whether you’re planning a small meeting for four, or a large event for 450, the Stoney Nakoda Resort & Casino has 111 guest rooms and 10,000 sq. ft. of meeting space to handle a wide variety of functions. Meeting room features include customized menus, business services and teleconferencing equipment.

The Stoney Nakoda Showroom seats 600 theatre-style and up to 700 for receptions while some of the smaller rooms can be combined to accommodate groups of up to 200 for receptions.

“This summer we’re looking forward to being able to offer our guests numerous teambuilding and adventure packages,” Grimes explains. “Some popular choices are golfing, rafting, ATV tours, paintball, horseback riding and heli-tours. During the winter months, we offer a popular ‘Stay & Ski Package,’ and for next season we’re hoping to add dog sled and snowshoe packages. Also this summer, we’ll be providing our guests with an up-close encounter with some buffalo, as we plan on opening our buffalo paddock on site.” (www.stoneynakodaresort.com)

AV I n s i g h t

Uniting People Through

Technology

Bridging the communication gap for a common cause When you’re in the business of uniting and engaging large groups of people from various walks of life in the same space, there are few tried-and-true methods you can bet your last buck on: scrumptious food, great entertainment and AV technology coupled with the right digital and presentation solutions.

Case in point: A leading provincial organization produced a breakthrough event, from which the organization will reap the benefits for several years. “Our clients still talk about what a great day it was and how we used innovative ways to bridge the distance of the province,” said the group’s transition manager.

This provincial organization provides services to encourage industry development in Northern Ontario. Some affiliates it serves are in very remote locations – extending across two time zones and including communities that cannot be accessed by road.

Difficult Task

The organization had the difficult task of planning a symposium to collect input from stakeholders in all areas of the province.

After an initial needs assessment with a professional audio visual consultant, a pre-conference online survey was distributed to delegates across Northern Ontario, allowing conference planners to gear the agenda to the specific issues of its members.

As the organization found when securing AV equipment for the symposium, it’s not always necessary to have massive, largerthan-life-size screens and flashy animation to impress a crowd.

In fact, just a standard screen and projector were required. The key to this organization meeting its objectives was encouraging involvement from the delegates, onsite and off-site alike.

For in-room participation, Audience Response System keypads were provided to 600 attendees to engage the audience with interactive questions, enriching the relationship, not only between speaker and audience, but between every attendee.

Instant Results

In addition to the hundreds of delegates onsite, numerous attendees from 35 remote sites viewed the event via live webcast, with access to all audio and video components. The remote participants were able to vote online live with the in-room delegates, while responses, both in-room and online, were tabulated instantly to provide real-time data.

There were no long waiting periods or awkward intermissions in which attendees might lose focus or interest. The organization had the ability to instantly display the voting results to all participants, onsite and on-line, for the entire group to discuss.

After the results were reviewed by the group’s committee during the lunch break, the committee members quickly incorporated new questions for the afternoon session.

Staying Connected

As a result of this customized collaboration of technologies, all of the organization’s counterparts in Northern Ontario had the opportunity to be represented and connected as if in the very same room. “The day went off with no major problems, and our clients who viewed from the comfort of their branches also had a sense of being part of the process,” reported the transition manager.

Technology seems to have a way of bridging communication gaps—and, really, what could be more fulfilling than having the means to unite people together for a common cause?

Consult with a professional and reputable audio visual solutions provider to see how the world can shrink—strangers can feel authentic connections—and how the right technology solutions can make it happen.

Heidi Welker is Vice President of Marketing for AVW-TELAV Audio Visual Solutions, a company that supports the power of faceto-face marketing by providing presentation technology solutions for corporate events, expositions and conventions across Canada.

Corporate Meetings & Events June 2012 | 29

m e e t i n g c o mm u n i t y

Sustainable Event Planning

R.I.S.E. to the occasion by integrating sustainable elements when evaluating event success

By Tamara Kennedy-Hill Sustainability is a powerful conversation within major corporations and the corporate meetings marketplace. According to the 2011 Carbon Disclosure Project Canadian report, the top 200 largest Canadian companies report that the three main drivers for increased transparency related to sustainability impact monitoring are: 1) new revenue streams; 2) an increase in brand value; and 3) reducing cost and mitigating the risk of rising oil prices. The CDP Canadian report notes: “In short, the majority of companies see a clear economic benefit in implementing efficiency initiatives that replace emissions-intensive technologies and processes with cleaner and cheaper alternatives.”

As a result of these market driven factors, corporate and association meeting planners are integrating sustainable event elements in evaluating the performance of their events.

Sustainable events differ from their more traditional counterparts in several ways.

We have begun to use an acronym (RISE) to describe the difference:

R – Responsibility Research

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A sustainable meeting professional seeks to not only understand the environmental and social event impacts of their event, they want to ensure they have the ability to track, monitor and consistently report the

effectiveness of their actions back to key stakeholders. This is the phase where you identify your key event issues, engage your stakeholders in creating a plan of action and establish measureable objectives within your sustainable event policy.

Questions that may arise during this phase of the planning process are: • What are my most significant meeting impacts environmentally (looking at issues around waste management, water savings, carbon footprint and transportation, food and beverage procurement and energy efficiency)?

• How can my event bring about positive solutions to the local host community (e c o n o m i c a l l y, s o c i a l l y t h r o ug h c h a r it able con n e c t ion s a nd fo o d donation and awareness building with our attendees)?

• What do I have control over to manage and minimize, and what do I need to work with my local community/ stakeholders to achieve the results I desire?

• Do I have buy in from senior leadership in order to implement my sustainability

m e e t i n g c o mm u n i t y Sell it to the CFO “In my experience, introducing sustainable meeting planning to a corporate events portfolio is most likely to get traction when you get an audience at the C-level. For example, when I was trying to implement sustainable meeting elements within my organization, I wasn't getting a lot of support from middle management. Then, one day while meeting with the CEO on an unrelated matter, I asked him if he had a minute to discuss sustainability. When I told him that we could measure our meetings impact reductions and report them as part of our company's overall green program, he was surprised. The idea wasn't even on his radar. He told me to go ahead, which was huge. In many cases, unless meeting planners bring it to senior management's attention, the benefits of sustainable meetings will remain off the radar. It is still a grass roots movement, starting with planners.”

Diana Graling, HelmsBriscoe, Edmonton, CANADA.

strategy and engage with my suppliers i n a ma n ner t hat is suppor ted by corporate initiatives? (see example of Sell it to the CFO).

I – Innovative Design

Innovation differs from invention in that innovation refers to the use of a new idea

or method, whereas invention refers more directly to the creation of the idea or method itself. A sustainable meeting is one that is designed with reference to the larger goals of the organization, and how it can be benefit society, the environment, economic prosperity and key stakeholders in the long term.

A key component of innovative design and

sustainable event planning is determining the best strategy to maximize the audience experience while also reducing your environmental footprint and respecting local host communities. The intentional innovation phase speaks to designing your event purposefully to consider how your responsibility criteria can dictate your overall strategy but keeping in mind that thinking “greener” looks at finding new ways to address meeting design solutions.

S- Sustainable Event Standards

Eve r y g r e a t p l a n i s a r o a d m a p .

Fortunately, in plan ning sustainable meetings there are excellent tools to help you stay the course. Driven by the global meetings industry, international gover n me nt s a nd la rge s c a le eve nt organizers, 2012 marks the release of three major sustainable event standards; APEX/ASTM, ISO 20121 and GRI EOSS. These standards provide the new global f ra mework for def i n i ng, measu r i ng a nd report i ng t he perfor ma nce of a sustainable event.

It is important to determine a baseline from where progress can be measured when getting started. The APEX/ASTM Standards may help you select criteria to be measured and open up a

Corporate Meetings & Events June 2012 | 31

m e e t i n g c o mm u n i t y

10 Easy Tips

conversation with your key stakeholders. Even if you choose not use or follow international standards, it will be important to establish your own internal guidelines and criteria to help you assess your progress and create continuous improvement for your events.

E- Evaluation

This step is where you ensure that your research, planning, innovative design models and tools selected are closely aligned with your core audiences: What was your communication strategy to involve your key stakeholders? Did you achieve the goals and objectives you outlined in your innovative design map? What would you do differently next year?

Major enterprises such as Oracle, Microsoft and KPMG, as well as industry associations such as Meeting Professionals International, and many others are looking at ways to engage their supply chain, reduce their impacts, become more efficient in their event management process, and develop event report case examples. These and many others seek to RISE above the norm and ensure their events are reflections of their values.

Tamara Kennedy-Hill, CMP, is executive director of Green Meeting Industry Council (GMIC). The Green Meeting Industry Council (GMIC) is the premier global community solely dedicated to sustainable meetings and events through education, research, policy, and standards.

As an active member of the Convention Industry Council (CIC), GMIC inspires and trains leaders at all levels to make meetings better through sustainable solutions. For more information contact: visit http://www. gmicglobal.org/.

for Making Your Event More Sustainable

1. Put it in writing. Establish an environmental statement or policy for the meeting, and get buy-in for it from the meeting host organization's management. Share the policy with suppliers, delegates and speakers. You'll be amazed at how far they'll go to help you make your event sustainable.

2. Use paperless technology. Use new media and electronic technology to cut down your paper use. Create a conference web site; offer electronic registration and confirmation; and advertise using the web and/or email.

3. Meet close. Reduce distances traveled by speakers and delegates.

Choose a host city that's close to as many delegates as possible, and within the city choose a venue and hotel that are close to the airport and within walking distance of each other.

Itâ&#x20AC;&#x2122;s just like any other event venue.

Except the wallpaper is alive.

4. Practice the 3Rs. Ask your hotel and meeting venue to provide visible and accessible reduction, reuse and recycling services for paper, metal, plastic and glass.

5. Bulk up. Have your food and beverage service provider use bulk dispensers for sugar, salt, pepper, cream and other condiments.

6. Lighten your Stay. Choose a hotel that offers a linen reuse program and bulk dispensers for shampoos and soaps in guest suites.

7. Eat green. Include vegetarian meals, and have meals planned using local, seasonal produce.

8. Close the recycling loop. Have all printed materials published on recycled paper, using vegetable-based inks, and on both sides of the page.

9. Save energy. Coordinate with the meeting venue to ensure that energy lights and air conditioning will be turned off when rooms are not in use.

Book your next corporate event, party or reception with us. vanaqua.org/cateringandevents

32â&#x20AC;&#x201A; |â&#x20AC;&#x201A; www.corporatemeetingsnetwork.ca Untitled-4 1

10. Spread the word! Tell delegates, speakers and the media about your success. You'll be surprised sustainable efforts are contagious.

Source: Green Meeting Industry Council, www.gmicglobal.org.

12-05-02 1:40 PM

Chef GĂŠrard Michel concocts anything but conventional meals featuring regional and organic products. With a sprinkle of passion, he aims to please every palate, even the green ones.

INSPIRED CUISINE, THE ECO-FRIENDLY WAY

Food&Beverage

Chef's of the

West

Simon Smotkowicz

Executive Chef, Shaw Conference Centre, Edmonton Growing up in Toulouse, France, Simon Smotkowicz discovered at an early age that food is something best enjoyed in the company of good friends and a loving family. Today, Smotkowicz infuses a little of that joie de vivre into every banquet event he helps orchestrate as Executive Chef of Edmonton’s Shaw Conference Centre.

“Food was always an important part of our culture,” says the amiable culinarian. “Much of my influence came from my mother and grandmother who took extra care with whatever they were preparing for the family dinner. My appreciation of food is a result of being exposed at a young age to really good cuisine and the terroir of where we lived.”

After graduating from the Toulouse Hotel School in 1968, Smotkowicz worked in the industry for several years, including running his own restaurant. Then, while on vacation in Canada in 1975, he learned that a cousin in Edmonton needed a chef for a new performing arts centre. That touched off a Canadian culinary career lasting over 36 years, including more than 15 years at the Shaw.

“What I’ve tried to do over the years is to put the same amount of attention towards a large banquet meal for 1,000 people as to a small, intimate dinner for 10. Paying attention to detail, making sure you do things right and that you don’t take shortcuts – I think that has been responsible for our success here at the Shaw.”

As Business Manager of Canada’s National Culinary Team, Smotkowicz is a veteran of dozens of international competitions and recipient of the Canadian Culinary Federation’s National Chef of the Year honours in 1998. Although international competition has been a long-standing interest, Smotkowicz says it is the variety of his work at the Shaw that has kept the fires burning all of these years.

“It’s different every day. Most of our menu ends up being customized because everybody wants something just a little different. It’s a new challenge every day – that’s what keeps us going.”

Neal Harkins

Executive Chef, Whistler Conference Centre Raised in a large family kitchen with European roots, Neal Harkins’ love of cooking started at about four years of age when he played sous chef to his grandmother and quickly learned the heart and soul of hearty home cooking, traditional recipes, and respect for market ingredients. Harkins understood that sitting around the table isn’t a meal – it’s an experience.

As Executive Chef of the Whistler Conference Centre, Harkins sticks to a culinary philosophy that is simple, while at the same time creating menus that are innovative, fresh and local.

“Our philosophy behind our 2012 menus is one focused on a ‘rustic’ feel and look,” Harkins explains. “Letting the ingredients do the talking – such as the brightness of our local root vegetables.

I personally find Pemberton’s purple potatoes, local Jerusalem artichokes and purple carrots to be very versatile. And the presentation is more memorable.”

Even though Harkins has hung his chef’s hat up and down the Pacific Northwest and into San Francisco, he always returns to Whistler, where his current duties have him overseeing the bustling conference centre kitchens as well as hosting unique VIP events and interactive cooking classes.

Still, Harkins doesn’t let his hectic schedule get in the way of providing banquet and catering guests with the memorable dining experience they’re looking for, even with the inherent challenges of working in a conference centre milieu.

“The Whistler Conference Centre introduces new menus every year to ensure we are keeping on top of the food and beverage trends while meeting the needs of our clients. This also allows us to be creative, adding a personal flair to the menus each year. Perception about “convention food” is slowly changing as we demonstrate that while it is produced in large quantities, it can still be fresh, creative, delicious and well-presented. We are able to present options to our meeting planners and show our expertise without sacrificing quality or experience. We do not compromise on quality, whether you have a group of 50 guests or 1,200.”

34 | www.corporatemeetingsnetwork.ca

Food&Beverage

Chef's of the

West

Bernard Casavant

Executive Chef, Wild Apple Restaurant and Manteo Resort Waterfront Hotel & Villas Chef Bernard Casavant has cooked for prime ministers and movie stars, royalty and business tycoons. But as executive chef of Manteo Resort on beautiful Okanagan Lake in Kelowna, B.C., Casavant has turned his passion for fresh, locally rooted cuisine towards the more down-to-earth pursuit of mentoring the next generation of talented young Canadian chefs. In fact, he says one of the greatest joys in his more than 26 years as a certified chef de cuisine has been to witness the success of some of his protégés.

“Following the careers of hundreds of my former apprentices has been one of my happiest accomplishments. Now they are the teachers for the next generation,” says Casavant.

Born and trained in British Columbia, Casavant’s cooking career began with the encouragement of his grandmother. Torn between a career as a soccer player or a chef, Casavant chose the career that would ensure he would never be hungry. It was his grandmother who instilled a strong work ethic in the young chef, along with the “passion for respecting the food and the people who produce it.”

Since bringing his creative talents to both the Manteo Resort catering department and the Wild Apple Restaurant, Casavant has developed a menu he calls “wine country cuisine,” defining it as a “cuisine rooted in the traditions of the past, with a modern twist – lots of great food and wine that sparks good times and builds memories.”

For the thousands of guests that pass through the resort’s doors every year, those memories include unique experiences such as chef-attended dinners in the resort villas, cooking demos for small and large groups and Winemakers Dinners working with local wineries and sommeliers.

“We use the same quality of food for both the restaurant and catering. We have the same passion and pride for all of the food that leaves our kitchen, and I enjoy spending time with our guests, discussing food and wine. It is important that I am on-site and visible to our guests. There is always a special connection to the food when people can see or speak to the chef.”

Derek Ingraham

Executive Chef, Fairmont Jasper Park Lodge Derek Ingraham’s passion for the culinary arts has taken him all the way from the kitchens of Innverary Resort in Cape Breton to the executive chef’s office at the Fairmont Jasper Park Lodge in Alberta. In many respects, it is a journey that has come full circle.

After his first job as a 15-year-old line cook in his native Nova Scotia, Ingraham headed west to complete his culinary education at the Southern Alberta Institute of Technology and then on to apprentice at the Jasper Park Lodge. Additional stints at Fairmont kitchens in Toronto and San Francisco eventually led to Ingraham’s current position as one of the youngest executive chefs in the Fairmont chain at age 37.

“Most meeting planners now are looking for unique experiences; they want to be treated as special guests with their own menu made just for them,” Ingraham says of his approach to banquet planning. “They are expecting a restaurant experience at their banquets, not the banquet style that used to be done. As chefs we can do whatever we want, but if that is not what your guests are expecting it is a big waste of time.”

Ingraham says he draws inspiration from internationally recognized top chefs who all own and operate their restaurants like Nancy Oaks, Thomas Keller, Grant Achatz and Michael Mina who use fresh organic ingredients to create authentically local dishes with modern twists that meet new trends in the ever-changing industry.

“Both banquet and restaurant guests are becoming way more aware of local ingredients and are looking for these more. I think right now that this is more important than organic. Healthy eating has become a strong focus for some, but there are a lot of people who still want to indulge when they go for out for meals. As chefs, we need to create menus that will satisfy both and we should be proud of everything we serve. I am proud of all the relationships we have built in the last two years with local farmers to utilize them as much as possible.”

36 | www.corporatemeetingsnetwork.ca

Stressed

H e a lt h & l i f e s t y l e

Out? The Keys to Getting Back Up

When Stress Knocks You Down

By Carey-Ann Oestreicher

Have you ever considered quitting your job due to stress? Do you toss and turn at night thinking about everything you feel you need to do? Or, have you snapped at someone and then felt badly for overreacting?

Even though we can’t realistically discuss every aspect of stress reduction in a single article, it is possible to learn a few simple tips to help you begin creating a life that is more balanced, happy and rewarding, even in today’s stressful world.

First, if you are feeling stressed, know that you are not alone. A recent study from consulting firm Towers Watson showed the number one reason top talent across North America are leaving their jobs is due to stress. Interestingly enough, however, it appears that many companies are missing the boat in terms of understanding the deep impact of stress on their key employees.

In this same study, human resources professionals were also interviewed and they did not mention stress as a top factor for their employees leaving their roles. It appears there is a gap here. Unfortunately, it is top talent falling between the cracks.

Earlier in my career, I was responsible for event planning. I know it can be one of

the most rewarding, yet stressful jobs.

In fact, CareerCast recently released a study showing event planners have the sixth most stressful job in America in 2012, just behind police officers.

In my first few years as an event planner, my life was full of stress. I started to experience problems sleeping and the anxiety of trying to do everything perfectly at lightning speed was tearing me a part. I came to a point where I realized this was not how I wanted to live my life. I knew I had to make some changes.

I found working with a coach was essential to creating new lifelong, healthy habits. I also embraced regular exercise, no matter what my schedule looked like, and I created boundaries for myself. In this business, it is so easy to run yourself ragged because there is always more you can do to make the event just that little

Top Tips for Surviving the Stress Factor:

1. Learn to unplug. Do not sleep in the same room as your mobile device.

2. Remember it is okay to take risks and make mistakes. Don’t sweat the small stuff.

3. Get in shape to go the distance. Exercise is a great way to manage stress levels.

4. Work with a coach and mentor. They can often provide the support you need.

5. Reduce your multi-tasking. Once seen as a highly prized character trait, multi-tasking is now seen as a habit that has people doing too much at once. It is better to place more focus on fewer tasks at a time to achieve greater success.

6. Don’t try to be all things to all people. We know this doesn’t work in business so why do we try to do this in our own lives? The reality is that work-life balance is about deciding on priorities and delegating or outsourcing the rest.

bit better – or so you think. But what I learned is that we have to make choices and preserve our energy better so we can go the distance in our careers. .and in our lives.

When I was able to create a system to manage my stress better, my career started to take off. I was eventually promoted to vice president. Then I realized there are so many others out there who are being held back by stress, and that I had a passion for helping professionals make positive changes just like I had. So, as someone who has successfully made the leap from executive to executive coach, my piece of advice to you is to listen to your gut instinct. If you feel you are pushing yourself too hard, don’t push harder. Stop.

Breathe. Then come back to your work with greater clarity.

Carey-Ann Oestreicher, MBA, Chief Engagement Officer, Potential Unlimited, works with individuals and companies to help them reach their full potential. Due to her success in developing leaders through her unique holistic approach, she is a sought after keynote speaker and has been featured on CTV’s Canada AM, CBC News World, City TV and TSN. She has also been quoted in numerous publications including The Globe and Mail, Chatelaine and Canadian Business magazine. To find out more about Carey-Ann and Potential Unlimited, visit www. potentialunlimited.ca Corporate Meetings & Events June 2012 | 37

Promo + incentives

The Appreciation Effect A Better Way to Lead

It’s not what is inside the gift box that matters, but what it represents: Your genuine appreciation.

Peer-to-peer recognition is among an employer’s most powerful and cost-effective tools for engaging employees. When employees are actively encouraged to notice and appreciate the behaviors of their colleagues who contribute to the company’s success, you as a leader will create an environment that is guaranteed to excite and inspire your team to give their best every day. Being nice doesn’t mean being a wishy-washy pushover or chronic people-pleaser. It does mean acknowledging the contributions of others and taking a little extra time and effort to show people that you care.

Before you automatically rush out to invest in promotional products or incentive awards, here are six easy-to-implement ideas to show your appreciation to the people who help you succeed every day:

Be Specific in Your Appreciation

Share the News

Make It Personal

“Thank you for ensuring our deadline was met.” “Thank you for staying late to finish the proposal – the client loves it.” The message shows t h at you not iced a nd ca re a nd t he person knows what you value and can repeat the action for you!

If you do use email to show appre c iat ion, b e su re to c.c. t he CEO, or m a n ager, outlining how the employee’s effort helped the company.

Again, you will be seen as a team player.

Today, visit face-to-face all the people who report to you. Tell them one great thing they do to make your job easier.

W hen you see a colleag ue who look s confused or overwhelmed, don’t walk by.

Engage them. Ask how you can help.

Thank Immediately

Smile

Cultivate Kindness

Make it easy for yourself by having a few “Thank-you” cards on hand. The few minutes it takes sign and send a card speak volumes more about your appreciation than a quickly drafted email.

It’s easy (and free!) to do – just makes sure it’s genuine.

And don’t forget to add eye contact.

Start a daily “Act of Kindness” campaign either just for yourself, or better yet with your team, or entire organization. Track the results in a journal, blog or online community.

As a leader you must first look at your own behavior. Show your daily appreciation and watch your team environment become stronger as people happily and enthusiastically carry out your goals. Recognition done right doesn’t have to take a lot of money – it takes listening, creativity, and the ability to say: Thank You. Janet Helm can be reached on twitter (@JanetMHelm), Facebook and LinkedIn and online at www.janethelm.com.

38 | www.corporatemeetingsnetwork.ca

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