Corporate Meetings & Events September 2009

September/October 2009

Canada's Premier Publication for Corporate Meeting & Event Organizers

Behind the scenes of event-planning RFPs, contracts, and other devilish details

The business case for resorts

PM 40063056

Changes afoot in food and beverage The Province of Quebec Phoenix, arizona

Meet CMR

A CONFERENCE AND SPECIAL EVENTS CENTRE 2200 Mansfield St., Montreal (Quebec) Canada H3A 3R8 Telephone: 514-844-2000 • 1-866-844-2200

centremontroyal.com

contents REGIONAL PROFILES 10 THE PROVINCE OF QUEBEC

La Belle Province makes its mark on the meeting scene

By Jamie Zachary

18

THE GREATER PHOENIX AREA

Meetings are taming the Wild West

By Scott Anderson

FEATURES 15 ADDING SOME R&R TO MEETINGS

Why resorts are not only enjoyable, but productive

By Rachel Naud

24

RECIPE FOR CHANGE

Financial and health requirements are changing the way the food-and-beverage industry operates

By Scott Anderson

28 behind the scenes

What goes into planning your next event

By Jamie Zachary

DEPARTMENTS 5 EDITOR’S NOTE 6

INDUSTRY NEWS

23

CHEF’S SPOTLIGHT

Executive Chef Jean Soulard serves up Quebec’s history

By Habeeb Salloum

32

AV INSIGHT

RFPs, negotiating, and contracts

By Ralph Niekamp

Corporate Meetings & Events | 3

plaza profiles Gary Pearson

Director, Meetings & Events Aon Service Corporation

“It’s like a second home to me because I come to The Plaza so often and I’m so comfortable here.”

Gary Pearson has been planning meetings for Aon since 1989, and with his team plans up to 200 a year. And The Scottsdale Plaza Resort is the one place they go back to again and again – more than any other resort. About the service: “My people are going to be taken care of.” The food: “It’s consistently good. And believe me, that’s important.” For meetings: “I have the confidence in the resort and staff to know I’m going to have a great meeting.” And the value: “… you definitely get more for your money at The Plaza.” For your next meeting, make The Scottsdale Plaza Resort your home away from home.

800-306-0059 · www.meetatplaza.com · Scottsdale, Arizona

editor's note

Corporate Meetings & Events Volume 10 Number 3

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Vive le Quebec

E

Every time we turn around, the Province of Quebec has something to celebrate.

In 2008 it was the 400th anniversary of Quebec City.

History buffs marked the 250th anniversary of the pivotal Battle of the Plains of Abraham in mid-September of this year, while the storied Montreal Canadiens hockey team will celebrate its 100th anniversary later this year.

And there is good reason why the mainly Frenchspeaking province is constantly celebrating -- it’s because it knows how!

The European flair for fashion, food and accommodation in the heart of Canada, gives one the sense that they are truly on the continent, but without the jet lag.

And this is one of the primary reasons why meeting planners are also celebrating the charm and joie de vivre of the historic province.

“Considered by some to be Canada’s best-kept secret, Quebec is fast becoming a four-season destination for those in corporate meetings and events circles…Yet to say planners are only recently stumbling upon la belle province is a bit of a misnomer, say local industry experts,” writes Jamie Zachary in his feature article on Quebec.”

Regular contributor Rachel Naud discovers that Quebec also boasts some of the top resorts and spas in the country.

“Quebec does business like it does recreation -- with style and warmth. The province is a land of contrasts, vast natural landscapes, charming resorts, winter adventures and pulsating cities,” she writes.

French cuisine also sets off the province from the rest of the country with its rich culinary history and classicallytrained chefs. Our regular food contributor Habeeb Salloum features Fairmont Le Chateau Frontenac’s Executive Chef Jean Soulard, the first Canadian Chef to be awarded the ‘Maître cuisinier de France.’

Drawing from a rich history and a European favor, it’s no wonder plan ners are saying bonjour to this wonderful province.

Scott Anderson Editor

Corporate Meetings & Events | 5

industrynews RECORD SETTING QUEBEC CITY Not only did the Québec City Convention Centre have a record-breaking year in 2008, but the forecast for upcoming years is also positive. In 2008, the Convention Centre welcomed more than 230,000 delegates during the 177 events it hosted.

Twenty-three of these events were international and American, proving that Québec City is truly an international business crossroad. The 177 events generated no less than $131 million in economic impact for the Québec region and 243,800 room nights for local hotels.

During the summer of 2009, the convention centre welcomed six international and American congresses. These meetings generated $3.5 million for the Québec region.

NIAGARA FALLS TOURISM Offering the benefits of a Niagara Falls travel guide along with the functionality of a virtual travel agent, the Niagara Falls Tourism website has been re-launched with an array of vacation planning tools. The website is a portal through which visitors may discover Niagara Falls experiences with editorial and video, plan custom vacation itineraries, and research vacation packages.

While browsing the site, visitors may custom design their vacation, selecting any number of sites, hotels, and restaurants to add to an itinerary. For those who want to buy tickets in advance, the site now facilitates ticket purchase for select Niagara Falls attractions, delivering them to the booking sites for individual attractions.

The site also features travel packages at Niagara Falls hotels, making it quick and easy to find out about Niagara deals.

Niagara Falls’ most popular attractions are showcased in the Visitors Favorites

6 | September/October 2009

page, linking directly to exciting tours with Niagara Helicopters, exotic attractions like Bird Kingdom or live Niagara theatre at venues like Oh Canada, Eh? A virtual visit to Niagara Falls is available through an expanded FallsTV video selection, serving up sights and sounds to new visitors. The website provides a thorough directory of Niagara Falls attractions, hotels, festivals, restaurants and shopping as well as a new “Experiences” feature, with editorial specific to Niagara Falls family vacations, romantic getaways, empty nesters, and an entire section for visitors devoted to the Mighty Falls, chronicling legendary Niagara Falls tours like the Maid of the Mist and Journey Behind the Falls.

YES IT’S CALGARY! Peter Gregus has been appointed Director of the new Calgary Destination Sales & Marketing Department. Branded “Yes, it’s Calgary!” the objective of the new business unit is to foster economic vitality within Calgary by promoting the city and area as a prime business travel destination. This will be achieved through marketing and sales initiatives specifically targeted at the

Meetings Conventions & Incentive Travel (MC&IT) markets.

A well known tourism veteran, Gregus has more than 20 years of destination sales and marketing experience. His experience includes a number of years with Travel Alberta in varying positions including Portfolio Manager, Alberta and Tourism Destination Regions, Portfolio Manager, International, and Director, The Americas. Most recently he formed his own independent tourism marketing consulting company.

An agreement was signed between the Calgary TELUS Convention Centre (CTCC) and the Calgary Hotel Association (CHA) in August to market and promote business sales to Calgary from the MC&IT sector. Funding will be provided through the Calgary Hotel Association, Destination Marketing Fund. This new department will be housed at the CTCC. Also joining the Yes it’s Calgary division are Marc-André Varin and Michelle Malby.

Varin will assist in the development of a broad-based strategic plan as well as a detailed sales and marketing program. He is currently the Principal Consultant with V&A Consulting International.

He previously worked in various positions in the tourism industry, including Air Canada, and the Palais des congrès de Montréal, the city’s convention centre. He also worked for a professional association of 16,000 members, the Ordre des compatables agréés du Québec as their Director of Marketing and Communications where he was responsible for organizing numerous meetings and events.

Malby comes to the Yes it’s Calgary! as Convention Services Manager. She completed her Bachelor of Hotel and Resort Management with the University of Calgary, Haskayne School of Business. Most recently

industrynews she worked with the Calgary & Area Tourism Destination Region.

FAIRMONT’S NEWEST VENTURE The much-anticipated con ference and meeting facility at Fairmont Le Château Montebello is now open for business. With an investment of $6.2 million, this facility adds 6,000 square feet to the previous 11,300 square feet of meeting, convention and event space.

The free-standing addition is located at the east end of the resort and linked to the main building through an underground t un nel. In keepi ng with Fai rmont Le Château Montebello’s style and ambiance, the new facility has been carefully designed to match the unique wood exterior synonymous with the hotel’s features.

On the inside, great thought was given to the decor; featuring a country-chic approach with a stunning foyer/reception area, complete with a luxurious floor to ceiling brick, gas fireplace as the focal point. The meeting space layout also offers planners great versatility. The options vary, allowing for one large ballroom that seats 350 people or two equally divided rooms for smaller meetings or functions. A notable feature is the ter-

race that offers breathtaking views of the Ottawa River.

Fairmont Le Château Montebello is located in the beautiful forest of Montebello, Québec, halfway between Montreal and Ottawa. With 211 rooms the resort is a peaceful retreat ideal for both business and pleasure. Beautiful river views and a serene forest setting are the backdrop for many seasonal activities from fishing and golfing, to cross-country skiing and curling. The hotel is also home to the only Land Rover Driving School in Canada. If rest and relaxation are on the agenda the hotel offers a fabulous Fairmont Spa available year-round.

ORLANDO/ORANGE COUNTY CVB The Orlando/Orange County Convention & Visitors Bureau (Orlando CVB) makes meeting planning a little easier with the launch of its newly designed meetings and conventions Web site, OrlandoMeeting.com. With a fresh look and innovative features, it contains more user-friendly meeting tools including online toolkits that provide prospective meeting planners with checklists, resources, videos and photos, and promotional copy.

A notable enhancement to the Web site is the streamlined RFP process which provides two convenient online tools -- a quick option

for already completed RFP attachments and a create option for custom-made RFPs. In order to customize an RFP, meeting planners simply provide the Orlando CVB with the meeting basics and the CVB starts the planning process immediately.

OrlandoMeeting.com also provides a powerful search engine for venues, entertainment and services; attendance building tools; and an easy-to-use space calculator. The added feature of creating an online account allows meeting planners to add and save RFPs for later use.

Push, an Orlando-based advertising agency that serves as the Orlando CVB’s agency of record, designed the creative aspects of the Web site; while all web site development was completed internally by the Orlando CVB Web team. Vantage Strategy, an Annapolis, MD., business consulting firm, defined the user requirements and oversaw the project.

SHAW CONFERENCE CENTRE HONOURED The Shaw Conference Centre (SCC) is the recipient of this year’s “Venue of the Year” award presented at the a n nual Events Management Awards hosted recently by The Greater Edmonton Chapter of Meeting Professionals International (MPI).

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industrynews The SCC won for hosting and supporting last April’s MPI-driven event known as National Meetings Industry Day in Edmonton. The Greater Edmonton Chapter of MPI credited the SCC with going above and beyond in partnering with them and supplying solid support throughout the planning and execution of National Meetings Industry Day. MPI also credits SCC’s support and the support of their partners and suppliers for the rise in attendance from 92 last year to almost triple that -- 272 -- this year. Also, more than $4,500 was raised at the event and donated to Edmonton’s Food Bank to help with the implementation of a food recovery program.

The Shaw Conference Centre is Greater Edmonton's flagship hospitality venue and continues to reduce its environmental footprint through a sustainability initiative called “Simple Steps�. Managed by Edmonton Economic Development Corp. (EEDC), SCC provides high standards of customer service and award-winning culinary excellence while contributing an estimated annual economic impact of $44 million to the region.

THE BEACH CLUB RESORT Vancouver Island’s Beach Club Resort has been named one of three national finalists for the Tourism Industry Association of Canada’s New Business of the Year at the National Awards for Tourism Excellence 2009.

The nomination recognizes The Beach Club Resort’s success during their first year as the newest luxury resort on Vancouver Island. Making innovative business decisions during a slow tourism year, the resort became a standout in their industry

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in its first year in operation.

The winner will be announced at a gala awards reception in Saint John, New Brunswick during Canada’s Tourism Leadership Summit in November. Innovative and forward-thinking businesses from across Canada will be recognized for their contributions to all aspects of Canadian Tourism at The National Awards for Tourism Excellence, presented by The Globe and Mail. Award finalists represent the people, places, organizations and events across the country that offer a superior tourism experience to Canadian travelers each year.

SHERATON ON THE FALLS Once again, the Sheraton on the Falls hotel has been awarded the AAA/CAA four diamond award. This award recognizes the Sheraton on the Falls as a premier Niagara Falls hotel providing the highest level in quality and service.

The 4 diamond rating recognizes the high level of hospitality, service and attention to detail. A four diamond rating requires that an establishment provide unprecedented upscale services and an abundance of amenities in all areas. Accommodations are refined, modern and stylish and reflect the high quality that can be found throughout the property.

FAIRMONT’S SOCIAL STATEMENT Meetings are a vital tool for business, but these days, with people rethinking what's important in their lives, many planners have found that they can also have a meaningful social impact. As businesses take a closer look at their goals and values, planners are increasingly incorporating activities into their programs that make a tangible difference in the world. Fairmont Hotels & Resorts, with a long commitment to protecting and caring for communities, is well positioned to help planners identify ways their participants can give back.

As more planners schedule these community-conscious activities, they are not only creating a strong sense of purpose, but also fostering team building and a unique sense of community, in some of the most coveted destinations in the world. Here are just a few of the ways Fairmont’s properties have helped planners give back: Making a contribution: Fairmont Hotels & Resorts worldwide offer planners the opportunity to help out a charity of their choice with the Meetings That Matter program. For planners booking a new meeting for dates in 2009 and up to June 30, 2010 with a minimum of 50 room nights, 10 percent of the room revenue generated by the booking may be donated to a charitable organization that resonates most strongly with attendees or a local organization in need.

Caring for communities: Fairmont properties are always unique to their destination and are perfectly positioned to help planners find ways to help the local community. Fairmont Mayakoba in Mexico’s Mayan Riviera facilitated one group’s donation of 50 bicycles for DIF Playa del Carmen, which provided not only toys for local children, but also a means of transportation to and from school.

Lending a hand: Proving that business travel and corporate events can have a meaningful impact on the wider world, many planners aim to help those who have fallen on tough times. While many Fairmont properties donate un-plated food and gently used linens to local charities, there are many options for events to make their own contributions as well. At The Fairmont Hotel Vancouver, one group held an “Eye Ball� where attendees collected used eyeglasses to donate to children in developing countries.

FOR MORE INFORMATION VISIT WWW CAESARSWINDSOR COM OR CALL - - - Know Your Limit, Play Within It! All ages welcome in our Augustus Tower and convention complex. Must be 19 years of age or older to enter the casino and all other outlets.

The Caesars brand and related trademarks are owned by Harrah’s License Company, LLC and its affiliated companies. Used with permission.

The Province of Quebec

La Belle Province makes its mark on the corporate meeting scene

Photo courtesy of Ministère du Tourisme: Turgeon, Linda

By Jamie Zachary

10 | September/October 2009

R eg i o n al P r o f i le

Considered by some to be Canada’s best-kept secret, Quebec is fast becoming a four-season destination for those in corporate meetings and events circles.

For many planners, the meeting experience starts and ends here in Quebec’s largest city.

Located at the confluence of the Saint Lawrence and Ottawa Rivers, Montreal

bout iques, a r t ist s’ st udios, meet i ng facilities and more.

“Old Montreal and its hidden courts, historical chateaus and unique rooftop ter race s cater to t he most exac t i ng requests,” says Charbonneau.

For planners, Old Montreal is also just steps from meeting facilities that can accommodate groups from 10 to 10,000.

The Palais des Congres de Montreal, considered the local industry’s crown jewel, offers more than 330,000 square f e e t o f r e n t a l s p a c e, i n c lud i n g 6 5 breakout rooms, 200,000 square feet of exhibition space and a 50,000-squarefoot multi-purpose room that is one of the largest in Canada.

Plus, an expansion in 2002 means the facility, which is the largest of its kind in the province, can now stage a large-scale international event or two medium-sized events at the same time.

Photo courtesy of Ministère du Tourisme: Wittenborn, Heiko

MONTREAL

offers what few other cities in the world can: that is, its distinctly French culture, world-class amenities, close proximity to major U.S. markets and unspoiled natural surroundings.

“Mont real is a cit y t hat combi nes old-world charm with North American dy nam ism,” says Luc Charbon neau, director of sales and marketing, business market, for Tourism Montreal.

No where more so than in Old Montreal with its combination of cobblestone streets, Victorian street lamps, sidewalk cafes and lively restaurants.

Located on the old site of Chateau de Vaudreuil, and just steps from the Old Port, Old Montreal has retained its old Eu ropea n cha rm yet i ncor porated it with today’s changing North American la ndscape. Ma ny of the cit y’s oldest buildi ngs, wh ich date from the 19th century, now house a number of unique

Photo courtesy of Ministère du Tourisme: Edgar, Robin

Yet to say planners are only recently stumbling upon la belle province is a bit of a misnomer, say local industry experts.

“Quebec has always had a strong travel infrastructure and solid relationships in all segments of the travel Industry, with years of supporting our meeting planners, tour and travel operators and media,” says Susan Propher, director, MC & IT for Destination Quebec.

“We feel that we will continue to see conventions and travelers come to Quebec.

The experience that they feel, with our joie de vivre and the motivational and warm hospitality that they receive, brings them back year after year.”

Corporate Meetings & Events | 11

“The Palais embodies the character of Montreal itself: festive, creative, artistic a nd resolutely contempora r y,” says Chrystine Loriaux, director of marketing and communications for the Palais des Congres.

For delegates, t hough, t he Pa la is’ attractiveness lays in its accessibility to some of the most culturally-rich areas of the city, including the aforementioned Old Montreal, but also Quartier international, Chinatown and the downtown business core, the sum of which features 1,200 stores spread out over 15 kilometres.

Not to mention it’s a five-minute walk from some 12,000 hotel rooms of the estimated 26,000-plus rooms available in the Greater Montreal area, as well as access to other areas in the city such as Mont Royal and beyond.

“The mountain park, Mont Royal and its chalet overlooking the city’s skyline… certainly still impresses delegates from all corners of the world every year,” says Charbonneau.

T he cit y of more t ha n 3.6 m i l lion (Greater Montreal population) certainly has a vibrant feel to it that hasn’t gone unnoticed. Earlier this year, London-based Monocle magazine dubbed Montreal as the “Cultural Capital of Canada.”

“It’s a combination of things,” says Charbonneau. “Beyond the immediate benefits both planners and delegates enjoy -- easy access, superb hotels and a centrally located convention centre for those larger groups -- Montreal offers planners the benefit of one-stop shopping.”

QUEBEC CITY It might be just under three hours east of Montreal, but nearby Quebec City feels like it’s a world away.

The capital city of more than 715,000 (Greater Quebec Cit y) boasts a r ich 12 | September/October 2009

Photo courtesy of Ministère du Tourisme: Lavoie, Jean-Guy

400-year history that’s caught the attention of meeting and event planners searching for something extraordinary.

“Québec City is fortunate in offering a European-style destination at a North America price. It’s like being in Europe without the jet lag,” says Helene Pomerleau, director of meetings and incentive travel for Quebec City Tourism.

Tucked in within its historic fortifications and perched high atop Cap Diamant overlooking the St. Lawrence River, it’s easy to see why more than 9 million people visit the city each year -- including more than one million from outside of Canada.

A quick walk through the historical areas of Chalesbourg, Beauport, CapRouge and Wendake gives visitors a unique perspective on the city’s colorful

Photo courtesy of Ministère du Tourisme: Couturier, Luc-Antoine

R eg i o n al P r o f i le

French, British and Aboriginal ancestry.

A nd sit e s s uc h a s t h e C it ade l a nd UNESCO -re cog n i zed Vieu x- Q ueb e c fortifications combine with annual events such as the Carnaval de Quebec and world-renowned museums such as the Musee de la civilization are considered the ultimate fodder for anyone looking to fill up on local culture and history.

“So after a day of meetings, participants can wander out and explore our destination and almost feel that they are a little bit on vacation enjoying an espresso on a sidewalk cafe or a leisurely stroll by the St. Lawrence River,” says Pomerleau.

Just a stone’s throw away from the city’s old quarters and its attractions are also a number of world-class meeting and event facilities that can accommodate everything from team-building seminars to international conventions.

The Centre des congres de Quebec, for example, includes up to 33 meeting rooms and nearly 100,000 square feet of exhibition space, conveniently located just across from the Parliament building.

The facility -- which hosts 130 to 140 events every year, and welcomes some 200,000 visitors -- is the largest in the city, accommodating upwards of 7,500 attendees. It has the added bonus of being linked to nearly 1,000 hotel rooms, and in close proximity to more than 12,000.

And it’s not alone, with everything from the Colisee Pepsi to nearby Mont SaintAnne offering event-minded meetings something that’s outside the box -- and the boardroom.

“In Quebec City, our strength is that we work as a team, and when we need to put a proposal together we discuss different added value for the client and tailor the proposal to best suit their needs,” says Pomerleau.

EASTERN TOWNSHIPS Already well known for its picturesque villages, holiday resorts and breathtaking vistas, the Eastern Townships region in southeastern Quebec is proving great meetings don’t always need the concrete jungle to survive.

In fact, organizers in the flourishing area just hours from the U.S. eastern seaboard pride themselves on offering an experience -- meeting or otherwise -- that transcends traditional walls and embraces its surroundings, whether that

R eg i o n al P r o f i le be wine country or cross-country, says Alain Larouche, executive director of Tourism Eastern Townships.

“We are just away enough from the big cities. The air is pure, the landscape is beautiful,” he says. “We can offer the same modern facilities as the large city hotels, and we have exquisite resorts.”

Orig inally divided into townsh ips resembling the land grants of original New England and New York settlers, the region now encompasses a number of urban centres such as Sherbrooke, Granby, Magog, Sutton, North Hatley and Stanstead.

Each centre offers visitors a different perspective of the region: from cozy bed and breakfasts in the elegant Victorian village of Knowlton to an evening with the stars at the famed Mont Megantic Observatory.

And with that comes added choice for meeting planners. The Townships boasts dozens of sites spread throughout the region that range from the centrally located Delta Sherbrooke Hotel and Con ference Cent re, which offers more than 17,000 square feet of available meeting space, to the fivestar Ripplecove Inn, which is a 12-acre lakeside peninsula overlooking Lake Massawippi that offers 35 guest suites, as well as three conference rooms.

“Some of our inns are not too big -around 40 rooms -- so it is possible to rent all of the hotel for a convention or meeting,” says Larouche.

Beyond blackboards and BlackBerrys, meeting delegates have plenty to keep t h e m b u s y i n t h e Tow n s h i p s . T h e reg ion’s famous wi ne route feat ures 16 v i n e ya r d s t h at i n c lude me e t i ng facilities, while adventure-seekers can choose from more than two dozen golf courses, half a dozen ski hills and 500 kilometres of cycling paths.

A nd for t ho s e s e a r c h i ng for t h at elusive hidden gem, the Abbaye SaintBenoit- du-Lac on t he we st shore of Lake Memphremagog gives visitors a unique glimpse into the contemplative relig ious li fe of Benedict i ne mon k s.

Men are welcome to withdraw in retreat for a few days i n a n at mosphere of peace a nd meditat ion, wh ile women are welcomed in a neighboring house run by nuns. Perhaps a Gregorian chant before getting down to business?

MONT TREMBLANT Best known for its international downhill skiing facilities, Mont Tremblant is turning heads for its added blend of functionality, flexibility and downright fun.

Tucked within the majestic Laurentian Mountains, the village is actually located just over 10 kilometres from the worldfamous Mont Tremblant Ski Resort.

Ye t i t ’s a l s o s i t u a t e d w i t h i n a 1,500-square-kilometre national park that’s home to a wealth of added outdoor opportunities -- from dog sledding and rock climbing to hiking and golfing.

“You ca n decide to orga n i ze a sk i g r oup le s s on, or eve n Oly mpi ad s,” says Annick Marseille, public relations and communications coordinator for Mont Tremblant, noting that virtually everything in the tightly knit mountain vi llage is accessible w it h i n wa lk i ng distance.

“Yo u c a n do a r a l l y a r o u n d o u r p ede st r ia n v i l lage, go ra f t i ng i n summer time, zip-lining … or opt to treat your group with a sublime spa day at Le Scandinave or the Amerispa.”

For meet i ng pla n ners, Mont Tr e m b l a n t f e a t u r e s m o r e t h a n 4 0 conference rooms at over half a dozen facilities that are directly accessible to some 1,900 guest rooms.

Among those meeting facilities is the Centre des Congres Tremblant, with more than 20,000 square feet of conference space spread t h roughout more t ha n a dozen rooms. The nearby Marriott Residence In n features four meeting rooms, 35 studios and 91 guest suites, while the luxurious Fairmont Tremblant offers 16,000 squa re feet of meet i ng space, including 19 meeting rooms and an 8,300-square-foot ballroom. The fivestar Westin Resort and Spa, with more than 4,000 square feet of con ference space, includes six conference rooms that can accommodate up to 200 people.

OUTAOUAIS I f va r iet y i s t he spice of l i fe, t hen Quebec’s Outaouais region is the secret ingredient for which many planners are searching.

And the good news is that officials in this 30,000-square-kilometre region opposite the nation’s capital are happy to share the recipe to their success.

“We have a great variety of products

-- hotels, inns, restaurants -- which helps when it comes to accommodating different requests: small budgets or bigger ones, big or small places, downtown or out of town,” says Jill Mimeault, assistant director of partnerships and business development for Outaouais Tourism.

Encompassing the cities of Gatineau, Monteb el lo, Pont iac a nd Ma n iwa k i, t he Out aoua is reg ion m ight be best known for Gatineau Park, a 363-squarekilometre national park that is a popular getaway for anyone living or visiting the area.

Located less than 10 minutes from Ot t awa/Gat i neau, t he pa rk of fers a number of hiking, skiing, biking and riding opportunities. It is also home to five beaches, the famous marble-lined Lusk caves, 54 species of mammals and some 230 bird species.

And best of all, it’s steps from any number of meeting spaces in the region, including the 27-room Wakefield Mill Inn & Spa, which features a high-end spa, restaurant and four function rooms, each with its own un ique character, overlooking the Maclaren Falls.

Those look i ng for a di fferent t ype of adve nt u r e c a n t a ke a mo on l ig ht snowsho e exc u rsion at t he top of a mountain in Gatineau Park that’s led by a professional guide and storyteller, and complemented with port wine and dark chocolate.

And just 15 minutes from Montebello, L a Ta b l e d e P i e r r e D e l a h aye i s a gastronomical delight where Chef Pierre Delahaye and his wife Jacqueline offer an innovative cuisine composed of fresh products from Quebec and served in an ancestral home.

“Meeting planners will be impressed by the presence of parks, paths, rivers and lakes,” adds Mimeault. “Where else could you do your morning jog along a beautiful river overlooking national museums and historic Parliament buildings?

New to the region for planners is a building at the Fairmont Le Château Montebello that includes more than 1,600 square feet of conference space that can accommodate up to 320 guests.

Plus, future regional plans call for a $15-million update to the Palais des congres de Gatineau and a new sports centre to accommodate the upcoming Les Jeux du Quebec 2010.

Corporate Meetings & Events | 13

TO MAKE OUR POINT, WE DECIDED TO DOUBLE YOURS.

From now through December 31, 2009, every qualified meeting* you hold at any of more than 160 Crowne Plaza Hotels & Resorts in Canada or the U.S. will earn you double Priority Club® Meeting Rewards points. We’ll credit you with six Priority Club points, rather than the usual three, for every US $1 you spend.

We’ll also double the maximum points per meeting to 120,000. So your rewards will add up twice as fast. Which means you’ll end up looking twice as good.

Edmonton - Chateau Lacombe

Moncton Downtown

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Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Arizona Grand Resort

fea t u re

Why resorts are not only enjoyable, but productive

By Rachel Naud

Corporate Meetings & Events  |  15

fea t u re

Hosting your next event at a spa or resort gives employees the best of both worlds. They can get the job done in a facility that boasts hightech equipment and facilities, and afterwards they can treat themselves -- and maybe even their spouses -- to a little R&R. Forget about holiday bonuses, the chance to unwind and even pamper oneself is often a more valuable commodity than any bonus cheque can buy (especially after the tax man takes half!).

Moreover, host i ng a meet i ng i n a natural or luxurious setting can be more than enjoyable -- it can be extremely productive. Studies have shown that a person shows faster signs of stress recovery when surrounded by nature than built surroundings; the same can be said for mental fatigue. When a meeting is occurring, there is more chance for a person to become preoccupied or even bored. However, if they are surrounded by nature, the person will, in turn, be more naturally attentive.

So once executives decide to go the resort/spa route, the next decision is choosing where to go. Staying in Canada is a viable option as the country boasts hundreds of top-notch getaways for a corporate rendezvous.

It can be argued that British Columbia is Canada's greatest playground. After all, it has everything to accommodate a traveller’s need from mountains in which to hike and ski, water to swim and fish and lush gardens to whittle away an afternoon.

It boasts world-class wines, golf courses and weather that, for the most part, leaves the rest of the country envious.

So, it’s small wonder that B.C. is also home to some of the most heavenly spas and resorts, no matter what area of the province you choose.

Victoria, the province’s capital, is a leading spa/resort destination. Located on the southern tip of Vancouver Island, it combines the best of both worlds -the amenities and intrigue of a resort destination with the convenience and accessibility of a capital city.

“What sets Victoria apart from other destinations is its size,” says Holly Lenk, manager of travel media relations for Tourism Victoria. “Victoria has all the 16 | September/October 2009

amenities of a ‘big city’ destination without the feel of a big city.”

It also boasts some fantastic spas and resorts.

The Fairmont Empress is probably the city’s most well-known hotel, famous for its class and luxury. Its Willow Stream Spa captures the very essence of West Coast life with an aura of energy that’s as much in motion as the ocean that crashes against the rocks just outside its door. The soothing spa design enchants with the elements.

Delegates from afar can indulge in the Jet Lag Recovery treatment, which restores all of the negative effects of flying and time zone changes. The essential oils in this aromatherapy bath and massage are selected to regulate sleep, recover skin dryness and dehydration, relieve tension headaches and restore energy.

And delegates who bring their spouse will adore the Ritual of Two. This 120-minute massage, which takes place in a private suite for two, uses a variety of muds and masks and aromatherapy massages for ultimate relaxation and rejuvenation.

And when it’s time to get down to business, The Empress features more than 85,000 square feet of meeting space. The Fairmont Empress can accommodate everything from a small executive board meeting to a large convention. State-of-the-art technology is featured in all meeting rooms, including an Ethernet network, and high-speed Internet access is also available throughout the hotel.

The Tigh-Na-Mara Seaside Spa Resort and Conference Centre is another popular resort go-to for corporate getaways. Gaelic for “house by the sea,” the Tigh-Na-Mara is the largest resort on Vancouver Island. The year-round destination features 192 unique log-constructed accommodation units, three restaurants and an award-winning spa.

Tigh-Na-Mara is a one-stop shop for meeting delegates looking for a place that can facilitate business and pleasure.

“Our costs tend to be a little lower than other major centres and our spa is right on

site,” says Jenn Houtby-Ferguson, director of sales and marketing for the Tigh-Na-Mara.

“With 21 treatment rooms, we can generally accommodate most group needs. We also have extensive meeting space both indoor and outdoor, fitness centre, indoor pool, several food outlets and we’ll bring in anything we don’t offer or source locally for our guests.”

Delegates will enjoy the extra perks of attending a meeting at Tigh-Na-Mara, including spa treatments, meetings on the beach (a beach party complete with fire pit and storytelling) or the opportunity to do West Coast cooking competitions.

“People love to get out of the office and get those creative juices flowing,” says HoutbyFerguson. “It also really gives delegates an opportunity to both do business and socialize at the same time.”

Overnight accommodation ranges from $119 to $199, depending on the season, and meals range from $50 to $100 per person per day.

Central Canada is also a hot meeting destination; after all, two of its biggest corporate cities -- Toronto and Ottawa -- are situated there. But Ontario has much more to offer than skyscrapers and Parliament buildings. Ontario is such a large province and with so much different scenery, the backdrops can be spectacular and motivational, providing the perfect setting for any meeting or event.

“When people think of Ontario, often the first places that jump to mind are Toronto, Niagara and Ottawa, which all provide unique history, natural wonders and tourist sites, but few consider that short distances from these cities lay the beauty and tranquility of the Canadian Shield, which boasts over 250,000 freshwater lakes as well as a mix of Boreal forests with hiking and cycling trails,” says Barrie McAndrews, sales and promotions manager for ResortsofOntario.com.

“There is a whole world outside of the city and resorts provide the opportunity to experience it in comfort, while relaxing and getting inspired.”

To find the right resort or spa for your next meeting, planners are wise to log onto resortsofontario.com. The website offers a one-stop shop for meeting planners with an online RFP process that submits the information directly to the resorts that match a meeting planner’s needs. New for 2010 will also be the launch of a newsletter specific to meeting planners.

Because there are so many resorts in Ontario that all cater to different types of groups and events, there’s no shortage of choices. So for planners looking for a resort capable of hosting large events with hundreds of people, a planner might consider Blue Mountain, Deerhurst Resort or Great Wolf Lodge. If they are looking for a more intimate setting, they might consider the Irwin Inn, Christie’s Mill Inn and Spa or the Waring House. If they want the natural escape for a medium-sized venue, then Horseshoe Valley Resort, Bayview Wildwood, Cleveland’s House or Fern Resort would be a good choice.

Usually delegates can enjoy extra perks while meeting at a resort such as discounts on spa treatments or golf, welcome baskets, team-building exercises and bottles of wine.

“While each resort is different, you can be sure that the service received will be excellent and that the resort will do everything in its power to keep everyone happy in hopes of repeat business,” says McAndrews.

Prices for resort stays/meetings in Ontario vary but usually start at $119 per person, however, McAndrews says the average costs about $160 per delegate.

Just east of Onta r io, Quebec does business like it does recreation -- with style and warmth. The province is a land of contrasts, vast natural landscapes, charming resorts, winter adventures and pulsating cities.

“It’s the perfect setting for successful conventions, business meetings or even incentive trips,” says Isabelle Tiberi, communications officer for Hôtellerie Champêtre, an event-planning consultant that specializes in meetings and events.

“Moreover, Quebec’s Resorts & Country Inns and its 26 establishments -- famous for their warmth, cozy comfort, welcoming atmosphere, fine cuisine and a wide range of activities -- are ideal for mixing business with pleasure.”

Event planners need only to log on to www.quebecfinestinns.com and the service covers the entire network.

Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Nick Springell

fea t u re

“T he con sulta nt contacts t he establish ments that best fit the event profile,” says Tiberi. “The consultant is an expert in corporate events, handling the file and follow-ups personally, making sure all the elements essential to the success of the event come together.”

To make it easier to choose a resort or inn, Quebec Resorts and Country Inns has grouped its establishments into four categories -- Woodland Inns, Resorts, Inns and Charming City Inns.

Woodland Inns, such as Le Windigo, are nestled in the great outdoors and are surrounded by nature to offer the right mix of excitement and relaxation.

Resorts, such as Estrimont Suites & Spa, offer down-home comfort and fine cuisine with the luxury of spa treatments. While Inns, like the Auberge Lakeview Inn, are known to intoxicate and seduce its guests with its mix of charm, romance and invigorating activities.

Lastly, Charming City Inns, such as the Auberge Le Pomerol in Montreal, let delegates experience the fast pace of city life in a setting that exudes modern elegance and detail. Prices for meetings vary, depending on the establishment and season, however, Tiberi estimates all-

inclusive resort meetings in Quebec range from between $150 and $200 per person.

Finally, to really make a splash at your next event, head down to Puerto Vallarta, Mexico to the CasaMagna Marriott Resort and Spa. The hotel has just been given an $11.7 million facelift -- many of those renovation dollars focusing on the resort’s meeting facilities, rooms and suites and its main restaurant, La Estancia.

CasaMagna boasts 15 meeting rooms, 12 breakout rooms and 8,000 square feet of total meeting space -- the largest meeting room being Vallarta Ballroom with a maximum space of 5,812 square feet and a seating capacity of 700.

For an unforgettable meeting and event, CasaMagna will also plan theme nights and outdoor events such as an Aztec night or an evening filled with shooting stars. And, of course, no jaunt to Mexico would be complete without a Corona Party.

And whether to relax from a day of meetings or to recover from the night before, CasaMagna boasts one of the largest spas in Puerto Vallarta. Its Ohtli Spa is 22,000 square feet of luxury and the professional therapists are equipped to relax and rejuvenate even the most stressed-out delegate.

Corporate Meetings & Events | 17

Greater Phoenix Area Meetings are taming the Wild West

By Scott Anderson

18 | September/October 2009

R eg i o n al P r o f i le

Meeting planners have warmed up to the natural beauty and down-home charm of Arizona and especially the Greater Phoenix area and are arriving in record numbers.

But who can blame them for flocking to the area? With its ideal weather, top notch recreation opportunities, modern transportation infrastructure, state-ofthe-art meeting facilities and abundant accom modat ion s, it r iva ls t he ot her popular destinations of the Southwest United States.

“You really can hold meetings and conferences here with a natural beauty of the desert that you wouldn’t find really in any other urban core. It’s a familyfriendly destination with lots of good weather, sunshine and warm hospitality,” says Douglas MacKenzie, director of communications, for the Greater Phoenix Convention and Visitors Bureau.

“The destination offers good value for meeting planners. The ease of travel to Phoenix, with the frequency and value of flights, means that you really aren’t going to have the delays (caused by) weather. The accommodation choices really range from economy and budgetminded to any sort of conference you would want to put on.”

Last year, more than 32 million people visited the State of Arizona, with some 15 percent of that total listing business as the reason why they travelled to the area.

Of that total, approximately half visited the Greater Phoenix area. Tourism is a US$6 billion industry in Greater Phoenix ranking only behind the high-tech sector in terms of local economic impact.

Phoenix is the United States’ fifthlargest city with a population of nearly 1.5 m i llion. Greater Phoen ix (wh ich includes, among others, the cities of C h a nd ler, Glenda le, S cot t sda le a nd Tempe) has a population of nearly 3.8 million and covers 2,000 square miles.

The area has already shown that it can host an event and put on a great show on a grand scale. U.S. President Barack Obama recently visited the area for a third time since taking office, it has hosted two National Football League Super Bowl games, a number of top golf tournaments and has attracted some of the top conferences over the past year.

And the area’s Convention Services Te a m w i l l p r o v i d e t h e s o u t h e r n hospitality famous in the area that will help produce a successful event. With one phone call or click of the mouse, the staff will assist with lead generation, promot ion a l m ater ia l s, reg i st rat ion services and Passkey Housing Services.

Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Bill McKellar

Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Mark Boisclair

For centuries, tourists have flocked to Arizona to take in the awe-inspiring view from atop the Grand Canyon.

But now there is a new sheriff in town that is also drawing millions of visitors to the Grand Canyon state.

Corporate Meetings & Events | 19

Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Fairmont Scottsdale

industrynews

20 | September/October 2009

largest facilities in the United States.

L o c at e d i n t h e h e a r t of dow ntow n Phoenix and architecturally inspired b y t h e Gra nd C a nyon , t h e c a mpu s features three buildings, each housing an expansive ballroom, multiple exhibit halls and artwork. “ I t ’s c e n t r a l l y l o c a t e d r i g h t i n downtown Phoenix so you have hotel space, t ra n spor t at ion a nd a l l of t he amenities that come with a top-notch

Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Westin Kierland Resort & Spa

“We offer such a diverse climate of culture and professionalism of meetings that it really is a choice spot for planners,” says MacKenzie.

W i t h i t s e f f o r t s t o i m p r o ve t h e infrastructure over the past few years, it has also proven it is serious about attracting meetings.

A recently completed US$600-million expansion has transformed the Phoenix Convention Center into one of the 20

convention centre,” MacKenzie says.

O t her venue s f rom t he nu merou s hot e l s a nd spa s i n t he a r e a, to t he museums a nd ra nches, also provide delegates with a western theme that will have them talking about the event long after they have returned home.

Greater Phoenix boasts a wide selection of hotels and resorts and provides more than 55,000 guestrooms that offer deluxe amenities and modern meeting facilities.

From lu x u r y world- cla ss re sor t s to budget-friendly limited service hotels, Phoenix accommodations fit the bill for any type of meeting.

Planners will find a myriad of choices for first-rate amenities such as luxury suites, European-style spas and resorts, while countless dude ranches provide “greenhorns” the chance to experience the Wild West. Some of America’s best chefs run the culinar y operations at Phoenix resorts, offering great catering options for groups.

T he 1,000 -room Sheraton Phoen i x Downtown Hotel offers 31 storeys and boasts more than 80,000 square feet of flexible meeting space, including two ballrooms of 28,256 square feet and 14,667 square feet and 21 breakout rooms.

Hyatt Regency Phoenix hotel is located in the heart of downtown Phoenix across

Photo courtesy of Greater Phoenix Convention & Visitors Bureau: Razzbonic

the street from the Phoenix Convention Center. The hotel offers 712 room and appr ox i m at e ly 4 8,0 0 0 s qu a r e fe e t of meeting space.

The numerous resorts also provide a more relaxed setting on the edge of the desert where delegates can be pampered after a hard day of work.

“Our resorts are another excellent meeting opportunity with meeting space at many resorts that really offer a unique setting, good amenities and certainly excellent catering and culinary options as well as meeting and hightech set-up,” MacKenzie says.

Getting around has never been easier!

Phoenix Sky Harbor International Airport is less than 30 minutes from most major hotels and resorts. The modern airport serves more than 41 million passengers a year, ranking it among the 10 busiest airports in the nation.

Almost 1,500 commercial flights arrive and depart daily and it is served by more than 20 carriers, including two low-fare airlines.

And once in town the new METRO light rail system spans more than 20 miles from Downtown Phoenix north into uptown Phoenix and east to Tempe and Mesa. With 28 stops and a car guaranteed every 10 minutes, the light rail moves in a hurry!

But let’s not kid ourselves. Delegates are

also choosing the area for more than just the great accommodations, first-class meeting facilities and excellent transportation options. The natural beauty of the area and the numerous recreational opportunities -- did we mention more than 200 golf courses? -- also draws meetings to the area and keeps participants there even after the function has ended.

The perfect weather provides yearround opportunities to experience a wide range of tours and sightseeing excursions,

by Jeep, hot-air balloon, horseback or on foot. The largest native American museum of artifacts at the Heard Museum and a

desert botanical garden also provide a Southwest flair.

“We are a big town, but with a local personality. Phoenix has its natural beauty where somebody can be in the Sonoran Desert 10 to 15 minutes from downtown and explore the outdoors,” says Mackenzie. “While it has an urban core, you really have the opportunity to experience the beauty of the desert, the evenings and above all the good weather.”

F o r m o r e i nf o r m a t i o n , s e e G r e a t e r Phoenix Convention Visitors Bureau at visitPhoenix.com.

You make the call. We do it all.

1-877-832-6416 www.conference.navcanada.ca What makes a conference a success? Presentation. With one call, our goal will be to ensure that yours is an exceptional experience. We are the largest conference centre in eastern Ontario with 70 state-of-the-art meeting rooms designed for groups from 5 to 500. In addition, conference attendees can take advantage of our gourmet dining, extensive recreational facilities and end the day with a good night’s sleep in one of our 560 comfortable guest rooms. But don’t just take our word for it. We are one of only a handful of conference centres in Canada to receive IACC accreditation for our unparalleled professional services. We do it all, just give us a call.

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Corporate Meetings & Events | 21

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Executive Chef Jean Soulard Tapping into Quebec’s gastronomic history

By Habeeb Salloum

S

Standing high on a bluff, overlooking the mighty St. Lawrence River, Fairmont Le Chateau Frontenac is like a 19th century castle dominating the heart of Old Québec City. Towering seemingly to the heavens, its medieval stone towers, gables and copper turrets are a true symbol of Quebec City, one of the most beautiful urban centres of the world.

The medieval-like hotel has drawn the most elite of visitors, such as Winston Churchill and F.D. Roosevelt, from the four corners of the world. It draws such visitors, not only because of its history and its unchallenged vantage point for an enchanting view of the city but also for its fine world-class cuisine, prepared under the watchful eye of Executive Chef Jean Soulard, the first Canadian Chef to be awarded the ‘Maître cuisinier de France.’

In the culinary world, Chef Soulard’s many years of culinary experience, as well as authoring seven cookbooks, hosting his own TV cooking show and being one of the morning anchors on CITF Radio Rock-détente in Quebec City, has won him an international reputation in the kitchens of the world.

Chef Soulard began his life in the small French

“I grew up in the countryside where nature was bountiful and where respect for local produce was absolute” hamlet of La Gaubretière in France, amid seductive country surroundings.

“I grew up in the countryside where nature was bountiful and where respect for local produce was absolute,” he says.

In 1966, he began his studies at the École hôtelière de Saumur where he graduated as the ‘Meilleur apprenti-cuisinier de France’ (best appren-

tice-cook of France). He then went on to work in France, Switzerland and England before coming to Canada in 1975 to work at The Queen Elizabeth Hotel, in Montréal. Following his time in Montréal, he moved on to Asia to work for the Hilton Hotels in various countries before returning to Québec in 1979 to work as Executive Chef at the Hilton, in Quebec City. From 1993 to the present, Chef Soulard has held the position of Executive Chef at Fairmont Le Château Frontenac.

A happy culinary expert, Chef Soulard is responsible for overseeing 3,000 meals a day in three of the Château’s restaurants, topped by the Le Champlain Restaurant and the Café de la Terrasse, as well as a bar, 14 banquet halls and the catering service for the entire hotel. He trains new chefs on an ongoing basis with interns from local and international cooking schools. He also supervises a staff of 100 employees, including three sous-chefs.

Chef Soulard prepares menus for corporate groups and conferences depending on the theme of the group, the season and the products available.

One of these menus of which he is especially proud is his famous 400th anniversary menu -- inspired by his book 400 Years of Gastronomy in Quebec, with each course outlining a different century.

Some important groups he has hosted in the past are: ‘Summit of Francophone Countries’, ‘Premiers Conference’ and ‘Summit of the Americas’.

An active man, whose favorite dishes are fish and seafood, he enjoys human relations and is always thinking of a new recipe and discovering new products. When not supervising the daily operations of his kitchens, one will find him tending to his fresh herb garden on the roof of the Chateau Frontenac, or taking his daily jog on the Plains of Abraham.

For the future, he has plans for another TV show as well as an eighth cookbook and to continue to enjoy his work at the Chateau Frontenac.

“The best award I have been given is to have worked at the Chateau Frontenac for 16 years.”

Corporate Meetings & Events | 23

t re n d s

Recipe for change

Financial and health requirements are changing the way the food-and-beverage industry operates

By Scott Anderson

24  | September/October 2009

Changes are afoot in the food-andbeverage industry.

Financial challenges, health needs and cultural requirements have all made it much more challenging for industry professionals to operate.

Gone are the days of a set menu and one price. Now groups are calling for more specifications with each function and they are not afraid to tinker with the menu to suit their requirements.

For mor e t h a n 10 ye a r s, Pau l Pennock, executive corporate chef for The Niagara Parks Commission, an Ontario government agency, has overseen the menu planning, catering and kitchen activities and staff for a collection of restaurants.

During that time Pennock, who prepares meals for a number of venues including the Table Rock Restaurant complex, Elements on the Falls, Queenston Heights Restaurant, two golf courses and some fast food establishments, has seen many changes. But none so many as he has seen in the past few years as companies, feeling the pinch from the downtown in the economy, look for ways to operate in a more fiscally-responsible manner.

“Definitely they are working within a budget. They seem to be still having their conferences as companies realize that you need to get away and develop your team and sometimes more so in hard times than in the good times,” he says. “They have to have these events, but they are definitely working within a budget and it is definitely across the board. You can see it with every group.”

Pennock says the planners are not afraid to negotiate with not only the price, but also with the features of the set menu in order to get the best deal before committing. He notes a major bump up in demand for custom-menus in the past few years and estimates some 50 percent to 80 percent of all corporate events now request customized orders.

“The groups are very much more custom-designed than they ever used to be,” he says.

Groups are also taking longer to commit, leaving less of a window between the time they book and the actual event as they grapple with income issues. Leaving less lead time prevents

forfeiting a deposit should they be forced to cancel the event.

But price is not the only sticking point.

Health requirements, lifestyle choices and religious specifications are also playing a major role in how a function’s menu is presented.

Food allergies -- whether it is shellfish, nut, or gluten -- now play a big role in how menus are prepared. Healthy eating choices, especially vegetarian, have also grown in recent years.

“It’s getting more and more every year. There are definitely way more special dietary trends than there ever has been with corporate groups. Some are religious-based, but there is also a huge amount of allergy increases,” he says. “If you have a group of 300 people, you can guarantee that you’re going to have 30 different requests.”

Social responsibility has also crept into the planning as the majority of the groups -- pushed by commonsense as well as by tough laws and even tougher penalties -- have changed the way they think about libations.

Companies still offer alcoholic beverages with meals, but now set limits on the amount of alcohol that can be served at any given function.

“Groups will establish a limit to the amount that they are going to pay…It’s not just cost-consciousness, it’s society in general. It’s not socially acceptable to get inebriated any more,” Pennock says.

But Pennock looks upon the changing landscape not as an inconvenience but as a self-development tool for not only himself but that of his staff as well.

“Everybody in business throughout the world has had to change. I’ve learned how to deal with it and how to accept it and not to worry so much any more. It’s not that you’re doing anything wrong, but people expect change more and more,” he says.

“It breeds creativity and is a challenge for yourself and the people you are working with. They get to see new things. That’s more motivating for individuals. They may be more tired at the end of the day, but I think they are far more satisfied.”

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Visualize - vizh-oo-uh-lahyz

verb - to picture future events Corporate Meetings & Events | 25

Virtual Visit Clicks With Corporate Event Planners Free, online tool saves time and money for event planners worldwide

Caesars Windsor, the Detroit and Windsor area’s premier casino convention hotel, now offers convenient remote site inspections delivered right to your computer.

Remarkable real-time “walk-throughs” are conducted live on your screen while you speak over the phone with Caesars Windsor event support staff – from anywhere in the world.

Created by Virtual Visit Presentations Inc., the Caesars Windsor Virtual Visit provides an elite level of customized service that saves association executives and event planners time and money.

In addition to live, remote visits, quick solo tours can be conducted at www.visitcaesarswindsor.com.

Virtual Visit highlights include: s World-class professional photography s Immersive room-to-room navigation (including elevator rides) s Interactive floor maps, plus local area and city maps s Meeting room capacities, dimensions, etc. s Offline use for trade shows, direct mail CD-ROM, USB, podcasts, etc. s Helps promote events to invitees.

“Using the virtual visit tool has helped us to position our hotel as a future conference location without forcing meeting planners to make the trip and waste valuable time.” said Jeremy Tyrrell, Manager, Hotel and Convention Sales, Associations, Caesars Windsor. “Virtual visits are much faster than live site visits, especially at large venues. They’re also environmentally friendly, reducing car or plane travel.”

Equipped for association meetings of all sizes, Caesars Windsor is Ontario’s largest and most elegant convention resort, featuring: s 758 luxury Four Diamond rooms and suites in two magnificent towers with riverfront views s Over 100,000 square feet of flexible convention and meeting space s 7 state-of-the-art function rooms s The Colosseum, a 5,000 seat entertainment venue, which has hosted many headline acts such as Celine Dion, Billy Joel and KISS s 8 restaurants and lounges s A 10,000 square foot pool in the atrium fitness centre s 2 floors of 24-7 gaming action.

“Seeing is believing. But it’s the world-class service that makes Caesars Windsor stand out – and for us that starts long before the event reception.” notes Shelley Sechopolous, Director, Hotel and Convention Sales. “The Virtual Visit puts event planners and our staff literally on the same page while discussing the many options we provide.”

Caesars Windsor (www.caesarswindsor.com) is accessible using Via Rail and the Windsor International Airport (YQG), is just 30 minutes from the Detroit International Airport (DTW), and a 4-hour drive from Toronto.

If you haven’t seen it yet, here’s your chance. For your own guided tour, please contact Jeremy Tyrrell at sales@ caesarswindsor.com or call 1-877-223-7702. Take a virtual tour now by visiting www.visitcaesarswindsor.com.

Extraordinary Meetings & Special Events Over 38,000 sq. ft. of function space • Award winning, French inspired decor • Abundance of natural light throughout • Outdoor courtyards • Soaring 30' beautifully detailed ceilings • Complimentary Hi Speed internet Complete Meeting Package available • Over 600 complimentary parking spots • Strategically located in Vaughan at HWYs 7 & 427 • Hotel accommodations within 1 km • Minutes to Pearson International Airport

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Le Jardin Conference & Event Centre Toronto Airport North 8440 Hwy #27 (at Hwy #7), Woodbridge, ON.

Behind

the scenes What goes into planning your next event

By Jamie Zachary

28  | October 2009

F E A TU R E

If the devil’s in the details, then today’s meeting professionals just might be many groups’ saving grace.

Fa c e d w it h t h e d au nt i n g t a sk o f organizing, attracting and everything in-between, many would-be planners are finding solace in the fact they are not alone.

A n d p e r h ap s m o r e i m p o r t a n t l y, they are being g iven answers to one of i ndust r y’s most basic, yet elusive question: how do you plan a meeting?

Before book i ng t hat f i rst f light or pre-ordering room service, it’s essential to m a ke su re t he lo cat ion f it s you r needs, says Michelle Taylor, manager of meet i ng a nd convent ion sales for Canada for Tourism Vancouver.

A nd t h at mea n s more t h a n just determ i n i ng whether a meet i ng facility can accommodate the number of expected attendees. It also means factoring in how location will impact attendance. A far-f lung location, for ex a mple, ca n work for or aga i n st a meeting, while a large urban setting can divide a group when the intention is to keep it together, she says.

And if del egates are anticipating an amenity-rich five-star hotel and instead

arrive at a rustic cabin in the woods, a meeting can be doomed before it even begins.

“Knowing your audience or delegates a nd i ncludi ng some backg rou nd will help respondents to show t hei r u nder st a nd i ng of ex p e c t at ion s a nd demonstrate creativity in addressing challenges,” says Rose Tim merma nGitzi, founder of Ot tawa-based RTG Special Events.

Additionally, it’s important to consider each meeting’s specific requirements, such as audio and visual needs, catering options, business service requirements and, perhaps most important, space.

W h i le some faci l it ies m ig ht boast g r a n d i o s e t h e at r e s a n d m a m m o t h exhibition floors, not all of them will offer breakout rooms or boardrooms needed for more intimate team-building sessions.

The good news is that most, if not all, of these types of issues can be addressed t h rough Request for Proposals t hat, whe n u s ed cor r e c t ly, c a n pay huge dividends for events in the long run, says Taylor.

“Fo r a h o t e l p r o p e r t y, t h e m o r e specifics you can provide around the number of rooms, attendees, food and beverage requirements, audio-visual needs, and meeting space requirements, t he mor e de t a i le d a nd comp e t it ive proposal the hotel is able to provide the client with,” she says.

O t he r i n for m at ion t h at ’s go od to p r o v i d e i n c lu d e s a h i s t o r y o f t h e meeting, such as where it has been held in the past, the number of attendees and room pick-up, as well as any information about other cities that are competing for this business.

In addition to outlining dates, meeting and accommodation needs, RFPs should also include organizations’ goals, key m e s s ag e s, at t e n de e de mog r aph i c s, budget and success metrics, adds Tara Gordon, vice-president of meetings and convention sales for Tourism Toronto.

“Recognizing that the RFP will set the stage for a great long-term relationship, a well-structured and clearly written RFP is key,” she says.

It’s also important to avoid cutting

“For a hotel property, the more specifics you can provide around the number of rooms, attendees, food and beverage requirements, audio-visual needs, and meeting space requirements, the more detailed and competitive proposal the hotel is able to provide the client with” Corporate Meetings & Events | 29

fea t u re corners and not take on responsibilities that might be better left to a professional.

Sending out an RFP through an event professional as opposed to going at it alone will give groups peace of mind that important details are not being missed, says Timmerman-Gitzi.

“From how much AV is required and for what purpose to what emergency preparedness procedures are in place -- (these) are some of the behind-thes cenes t h i ngs you r pla n ner w i l l b e thinking of when vetting the RFP,” she says.

Plus, an event management professional can not on ly look at all of the responses and determine which bids are the most comprehensive and competitive, but “they will also know what addit iona l quest ion s to ask of t h e r e s p o nde nt s i f a n a n s we r wa s unclear,” adds Kristen Przano, exhibits m a n ager for Me et i ng Profession a l s International.

“A profession a l ca n a lso spea k to the intangible benefits the respondent may receive if selected through the RFP

process, giving the company sending out the RFP the ability to negotiate a better overall package.”

It’s also important to remember that professional event planners are not the only option available to groups looking for help with these t ypes of details, adds Gordon. Many tourism bureaus in Canada and the United States are i ncreasi ngly equipped to ha ndle things such as online RFPs. They also of fer access to t hei r exten sive loca l connections to suppliers.

“Many of the products and services of a convention and visitors bureau (CVB) a r e compl i me nt a r y,” s ays G ordon .

“And a CVB knows how to market the destination, which is passed on to the cl ient t h roug h c reat ive at tenda ncebuilding initiatives.”

Once t he locat ion is picked a nd a group is ready to put down roots for its event, it’s time to negotiate contracts w it h s uppl ie r s - - s ome t h i ng m a ny industry experts believe is also better left to the professionals.

“Even though one might think they

cou ld negot i ate M ic h ael Buble’s or Beyonce’s cont ract s, t hey a re l i kely not the best candidate for closing the deal,” says Denise Jones, president and co -fou nder of Bra mpton, O nt-based Jones & Jones Production Ltd. Other industry officials also point out that professional planners will better understand what elements of a contract are more flexible than others.

Plus, the event professional will likely have a relationship with a variety of suppliers, and can utilize their buying power to ensure the best deal is made for the client.

“Anyone ca n negot iate a cont ract.

However, the event professional will know what to ask for in the contract that will be a win-win for both client and supplier,” says Timmerman-Gitzi.

If a group does decide to negotiate it s ow n cont rac t, i ndu st r y of f ic ia l s sugge st doi ng some re s ea r c h. T h at means understanding variables such as how seasonality and non-peak days can affect the cost of hosting a meeting, s ays G ordon . Unde r st a nd i ng ho t e l

Where ordinary meetings become extraordinary

Where ordinary meetings become extraordinary

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F ea t u re revenue drivers, in-house providers and the enticement of a multi-year contract also play a pivotal role in negotiating with hotels or facilities.

“T he s e con side rat ion s m ay a l low for increased leverage during contract negot iat ion s,” says Gordon, add i ng n e g o t i at io n s s h o u ld a l s o f o c u s o n contract terms, aside from the standard rates, dates and space, because clauses pertaining to liability and attrition may impact the bottom line.

I f s o m e t h i n g d o e s g o o f f- t r a c k , Gordon st resses the importa nce of pay i ng pa r t ic u la r at tent ion to things such as attrition clauses, force majeure, cancellation clauses, food and beverage guarantees, ancillary revenue m i n i mu m s, a nd a ny ot he r l i abi l it y clauses which increase an organization’s financial exposure.

“K now i ng t he di f ference bet ween m it ig at e d a nd l iq u id at e d d a m ag e s should also be front and centre when signing contracts,” she says.

And lastly, g roups are encouraged to con side r e me rg i ng t r e nd s wh e n

plan n ing and budgeting their event.

G r e e n m e e t i n g s, f o r e x a m pl e, a r e gaining incredible popularity among g roups look i ng to reduce t hei r environmental footprint -- and some f a c i l it ie s a nd p r ov ide r s a r e b e t t e r equipped to accommodate those trends than others.

“Unique locations are engaging, social media continues to expand possibilities a nd g re en i ng t he event rem i nds ever yone how we all ca n cont r ibute to limiting the waste we deposit into the environment,” says Jones, who is a lso v ice-president of educat ion for the Canadian Society of Professional Meeting Planners.

In Alberta, for example, a comprehensive environ mental management system at the Banff Centre is catching the attention of planners who are looking for eco-friendly answers to their questions.

The multi-purpose cent re is also a Green Leaf Eco-rated member, which r e c og n i z e s t h e f a c i l it y ’s e f for t s i n adopt i ng i ndust r y best pract ices for

energy efficiency, resource conservation, and pollution prevention in all areas of its operations and management.

For me e t i ngs a nd event s, t h at translates into everything from green check lists to i n-sta ff envi ron mental officers.

O t h e r g r oup s, me a nwh i le, m ig ht be looking for a site that’s considered buzzworthy -- whether that be Toronto’s busy hub, or Vancouver’s pre-Olympic excitement.

“As the host city for the Vancouver 2010 Olympic and Paralympic Winter Games, we’re definitely seeing interest from groups that are looking to leverage the cachet that comes with holding a meeting in an Olympic host city,” says Taylor.

“There’s a lot of excitement around hosting the Winter Games, especially among Canadians, and with the huge a m o u n t o f m e d i a c o ve r a g e t h a t a destination gets as a result of hosting the Winter Games, it's like a built-in delegate-building program.”

Corporate Meetings & Events | 31

RFPs, negotiating, and contracts Apples, oranges, and your best AV value

By Ralph Niekamp

O

Organizing the audiovisual for a corporate event can be a daunting task. How do you let the audiovisual suppliers fairly compete for your business and how do you make the best choice for your event?

There are some key points to keep in mind throughout the process of issuing an RFP, negotiating and awarding the final contract.

Is there enough time to set up? Do you have access to the room the day before your event or will a large crew of technicians need to arrive at midnight and work through the night, requiring a 5:30 am rehearsal with your doors opening at 7am? This situation will generally cost more in labor charges as well as inconvenience your people that have to be ready to go at 5:30 am.

Do you have 24-hour access to the room throughout a multi-day event? If not the space could be sold. Is there a dinner for another group the night that you are planning an off-site event? This will require the room to be dismantled and then reset incurring additional labor and possible storage issues. Sometimes these situations are unavoidable so it is best to know these details before talking to your AV contacts.

Will your events require evening or weekend labor?

How much time is there to dismantle and move out? Your event may finish at 1:30 am and the venue may have a breakfast planned for another group six hours later.

AV planning is all about logistics. Do you have an itinerary or script that can be shared with the AV firms? Being able to peruse a script before providing a quote will help ensure the AV system will accomplish what is needed.

Know what equipment your speakers require. This is usually straight forward if the speakers are all internal staff but can be more complicated if outside speakers are brought in.

The “perfect storm” almost happened a few years ago. The planner had a very relaxed attitude and felt that everything could be handled the morning of this high profile international event. After much frustration in trying to uncover the presentation details from the planner, our representative attended a preevent speaker reception. It was discovered that three formats of video were to be used: NTSC (North America and select other countries), Pal (Most of Europe, Australia and select countries) 32 | September/October 2009

and Secam (France, Russia and select other countries).

You quickly understand the value of strong relationships when you are phoning people at home after midnight because you must have several video conversions completed by 7 am. In addition, the first breakfast keynote presentation was by a representative of the military and the presentation could only run off their high-speed work station that required a very high resolution projector.

Another point to consider is how to handle late equipment requests or equipment that you might be bringing. It is a good idea to understand how you want last minute requests managed. Without clear communication on this process a keynote speaker can arrive on-site and demand that additional equipment be added at your expense and consternation.

Let your AV suppliers know what equipment you are planning to provide and how it will integrate into the system. Often a client shows up for a presentation with a laptop expecting it to play a DVD video. It would play on the computer screen perfectly but the video does not project when projected. This is generally because the video card and the dedicated video RAM can’t support the video output to the projector. Test the laptop well in advance.

Are your AV plans going to incur additional charges from the venue? An example of this is that many staging designs call for theatricalstyle lighting that do not run off regular electrical power. A 220-volt power-drop is required (stove type plug) and most venues will charge for this service. Ask the venues about their policies before you sign their contract.

All of the above points will affect the final flow, look and cost of the event.

A well-written RFP is worth the time and effort it takes to put together. Have a reputable AV supplier help you write the RFP. A supplier that knows the venue can help specify the proper equipment you will need. This also takes the guess work out for companies that are responding to the RFP. What size and format of screen is appropriate for the room? How bright of a projector is needed? Do not ask for a make of projector; ask for technical specifications to be met. “We require a 4,000-lumen projector with a natural XGA resolution.” What other small technical equipment is needed? For example: there are

many types of video switchers and their costs vary from under $50.00 per day to more than $1,000.00. “We require a seamless switcher with inputs for two computers, DVD player and a camera for image magnification.”

A well-written RFP saves both the planner and the AV company time and aggravation. The AV supplier wants to include the proper equipment and the planner wants to avoid having to spend their day fielding numerous technical questions.

A well-written RFP also speeds up the decision making process when reviewing the proposals.

Negotiating is when expectations and reality collide. A Hollywood show may be out of the budget so what is the plan of action?

You can scale back on the AV or you can find additional budget from elsewhere. As noted earlier, this is a good time to go over set up, show and dismantle times, scripts, itinerary, client equipment and handling of last minute changes. Ask the AV supplier for ideas that will get you the most bang for your budget and see what they bring to the table.

The final contract provides the planner and the AV supplier a clear understanding of what is expected. This includes the RFP requirements as well as the negotiated issues. Half an hour before the show is not the time to be opening up negotiations.

Nobody looks good if there is an argument happening while the delegates are arriving!

Include your AV supplier in the pre event meetings with your venue. Having all of your suppliers on the same page can save headaches and stress for everyone involved. Needless arguments between the AV committee and the decorating committee can be avoided if everyone communicates before the set-up. In fact, a superior room design can be achieved when working together.

A well-planned and written RFP, proper negotiations and contracts go a long way to confidently getting the best value for your AV dollar, saving valuable planning time and less on-site stress for everyone involved.

Ralph Niekamp, Inland AV Saskatoon General Manager addresses audiovisual considerations important to event planners. As a branch manager, Ralph brings a unique perspective as he is involved in both permanent systems design and integration and AV rentals applications.

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Centre Mont-royal - see ad on Inside front cover, Page 26 Since 2000, Montreal has an exceptional site to organize any type of event. Because of the wide variety of rooms available, this conference and special events centre can deliver a general assembly, film premier, awards ceremony, Christmas party, gala dinner, wedding, as well as an entertainment show.

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INTERCONTiNENTAL The InterContinental Toronto Centre -- set in the heart of Toronto’s financial and entertainment districts -is a masterpiece of modernism, designed to fulfil every need. The hotel offers plush accommodations, personalized customer service and features state-of-the-art technology and meeting facilities, the exceptional Azure Restaurant & Bar, The Spa at the InterContinental, and Club InterContinental—an exclusive “hotel within the hotel� designed with business travelers in mind.

For reservations call (800) 422-7969 or visit www.ictc.ca.

Nav canada - see ad on page 21 Southeastern Ontario’s largest conference centre is completely self contained and offers 50 state-of-the-art, configurable meeting rooms totaling 50,000 sq. ft. Largest room 9,600 sq. ft. and seats 875. 560 fully-equipped guest rooms make you forget you’re away from home. Mid-19th century Stone House perfect for retreats. Full dining and recreation facilities keep attendees motivated. Convenient to Toronto, Montreal, Ottawa, NY; secluded on 70 acres of pristine parkland. IACC certified. End your search. Start your conference.

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northlands Opening late 2009 Northlands will add 200,000 sq. ft. of new trade and consumer show space plus the ultimate in conference, meeting and catering facilities providing you with a total of over 500,000 sq. ft. of contiguous meeting space.

Any event, any time, we are ready for your business. Book your next conference, trade show or meeting at Northlands, Edmonton, Alberta, Canada 4OLL &REE s 0HONE s % MAIL SALESINFO NORTHLANDS COM s 7EBSITE WWW NORTHLANDS COM

CM&E Marketplace sheraton centre toronto In the heart of downtown, the Four Diamond Sheraton Centre Toronto features nearly 100,000 sq ft of fully wired and Wi-Fi accessible function space, a renovated Club Lounge with upgraded amenities and expansive views of the city, 1,377 (SM) guest rooms with the Sheraton Sweet Sleeper Bed and the city’s largest indoor/outdoor heated pool for relaxing after a long day. Please visit us at sheraton.com/centretoronto or call 1-800-325-3535 for more information.

the scottsdale plaza resort - see ad on page 22 The Scottsdale Plaza Resort This award-winning resort features 404 well-appointed guest accommodations (including180 suites), five pools, tennis and health club on 40 lushly landscaped acres in the heart of Scottsdale and offers more than 30,000 sq. ft. of flexible meeting space including a tiered amphitheater, two boardrooms and an outdoor-tented pavilion. The in-house conference planning team, Plaza Planners, can take care of all your group’s needs including off-site events, transportation, teambuilding and more.

1-800-306-0059. email: meet@scottsdaleplaza.com. www.scottsdaleplaza.com.

vancouver aquarium Vancouver Aquarium Catering & Events Engaging, amazing, inspiring. Voted one of Canada’s best-loved attractions, the Vancouver Aquarium is an intriguing and unforgettable venue for your next special event. From formal dining among majestic beluga whales to cocktail receptions in a living art gallery-style setting, the Aquarium offers stunning seascape backdrops for 50–1,200 guests. As part of our Ocean Wise program, the Aquarium provides only sustainable seafood menus from our chef's culinary creations. By hosting your event at the Vancouver Aquarium, your group supports the Aquarium’s conservation, education and research initiatives.

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Advertisers Index Best Western ...........................................................................................................OBC

Mont Tremblant............................................................................................................31

Caesars Windsor...........................................................................................................9

NAV Canada................................................................................................................ 21

Center Mont Royal....................................................................................................IFC

Scottsdale Plaza.............................................................................................................4

Crowne Plaza Hotels and Resorts.........................................................................14

Tourism Hamilton......................................................................................................IBC

Inland AV.......................................................................................................................25

Vintage Hotels..............................................................................................................30

LeJardin.......................................................................................................................... 27

Woodbine Entertainment group...............................................................................7

Minto Suite Hotel............................................................................................................9 34 | October 2009

{

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}

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So, rather than heading for that other Hamilton, as beautiful as it is, consider Hamilton, Ontario. Your group will enjoy all the perks and wonderful hospitality you deserve, in an easy-to-get-to meeting location, without sending your shareholders into an economic meltdown.

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