The Planner
in
is distributed to professional
meeting and event planners across
this
issue
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* A Mari Usque Ad Mare
6 Insightful Sites!
How do you find motivating and creative locations? Audrey Esar tells us how.
Publisher’s Note
Creativity and risk taking go hand in hand
10 Planner and Supplier Creating Ideas Together
Delegating a small part of the creative process of an event to a supplier partner can be very beneficial to your event, says Jyl Ashton Cunningham.
Having said that, experience and your gut feeling will usually guide you. Howard Gardner said: “We live in an era where everything that can be automated will be. Only
12 Before you choose a meeting venue, have you considered… Michael Caplan explains what key questions you should ask yourself before booking a space.
individuals who can regularly go beyond the conventional wisdom will be valued. While cognitive capacities are obviously valuable for creating, only those of a robust, risktaking personality and temperament are likely to pursue a creative path.”
22 Carlson Wagonlit Travel Outlook on 2013 Meetings and Events
CWT Meetings & Events predicts significant price inflation in Latin America and Asia Pacific, and strong growth in North America in 2013.
Everyone you talk to in our industry wants something new, something different. Planners are usually open to new ideas but their bosses often aren’t, be it because of budget restraints or the ever present incertitude of success when trying something new and different. Yes,
25 What makes good hospitality in a hotel?
There are many things that make for good hospitality and a
there is risk in trying something new but there is also
pleasurable guest experience. Clinton Farley gives us some examples.
reward. If you want your job to remain interesting and your career to advance, you have to take some risks, calculated as much as possible, but risky nonetheless.
PLANNER
My suggestion is that next time you have a great idea,
THE
run it by some of you favorite suppliers, get the benefit of
A monthly digest to inform and enlighten meeting and event planners
their experience and knowledge. And remember, nothing new or different happens without some risk; so start small and give it a try. Good luck! Michel Geoffroy, CMM P.S. McGill Executive Institute is offering a two day program called Creativity and Innovation to Drive Value: executive.mcgill.ca
P ublisher Michel Geoffroy, CMM mg@theplanner.ca E ditor Dana Gonciarz, MA dgonciarz@theplanner.ca S pecial P rojects
Amber Jackson ajackson@theplanner.ca
G raphic A rtist Matthew Riopel mriopel@theplanner.ca S ales info@theplanner.ca C irculation Patricia Lemus circulation@theplanner.ca C ontributors Michael Caplan, Jyl Ashton Cunningham,
Chareen Dias, Audrey Esar, Clinton Farley, Marilyn Lazar, Barry Siskind, Tony Wagner
A ddress
2105, de la Montagne, suite 100, Montreal, Québec H3G 1Z8 Telephone: (514) 849-6841 poste 315 Fax: (514) 284-2282 Your comments are appreciated: info@theplanner.ca
The Planner is published ten times a year. Poste-publication No. 40934013
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PLANNER 3
The
hotel news
Westin New York Grand Central Opens Starwood Hotels & Resorts Worldwide, Inc. and Host Hotels & Resorts, Inc. announce the grand opening of The Westin New York Grand Central. The new hotel opens in the former New York Helmsley Hotel after the completion of a $75 million renovation. The brand’s second Manhattan property features a complete redesign of the hotel’s interior including: 774 spacious guest rooms equipped with Westin’s signature amenities, more than 12,000 square feet of meeting space with the latest technology, a 3,000-square-foot WestinWORKOUT® fitness studio and the upcoming addition of THE LCL: Bar & Kitchen, NYC, the first bar and food concept from Gerber Group in a Westin property.
Eco-Friendly Guestrooms Give Heavenly Experience Each of the 774, 300+ square-foot guestrooms, including 11 one-bedroom suites and one three-bedroom presidential suite, maintain the highest standards of environmental responsibility with the brand’s signature eco-friendly materials such as energy-conserving LED and CFL lights, water conserving low flow plumbing and recyclable carpet pads, low VOC finishes for case goods and GreenGuard certified solar shades. Each guestroom is also equipped with Westin’s luxurious amenities including the coveted Heavenly Bed. The revamped design scheme includes calming, tonal colors that create a soothing environment, allowing guests to leave feeling better than when they arrived.
State-of-the-Art Meeting Space Meeting space features more than 12,000 square feet of renovated meeting and event space, including four new break-out rooms and an expanded 4,100 square-foot ballroom accommodating up to 450 guests. All event spaces are now equipped with teleconferencing capabilities, fiber optics and some of the highest bandwidth in Manhattan.
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Hilton worldwide introduces new food and beverage concepts Herb n’ Kitchen, Made Market and Brickstones Grill to Debut in 2013 Hotels & Resorts, DoubleTree by Hilton and Embassy Suites brands, and is introducing three new casual concepts – Herb n’ Kitchen, Made Market and Brickstones Grill – to debut in the U.S. in early 2013.
Casual dining is on the rise. According to a recent Mintel survey, sales at quick service restaurants have increased to nearly $30 billion in the past five years. This trend is being echoed throughout the hotels as guests spend less time in fine dining restaurants, opting for quick and convenient items instead. In response, Hilton Worldwide has reinvented the dining model at Hilton
“We surveyed 22,000 guests, owners and operators, and we learned that the way people eat at home is translating into the way they eat on the road,” said Beth Scott, vice president of food and beverage concepts, Hilton Worldwide. “As a result, we decided to reinvent the hotel dining model to better serve the needs, wants and lifestyle of our customers.” All three concepts are optional to owners among more than 30 additional ones featured on HiltonRestaurantConcepts.com – a website that pairs hotels and owners with preferred food and beverage concepts to meet a variety of a property’s needs. Hilton Worldwide has plans to open 800 restaurants in the next three years.
for your info
Foam off the top On September 22nd, the beer flowed at the annual Oktoberfest in Munich. Last year, over the course of the 16-day event, visitors glugged 7.5m litres. Ever wonder how much time the average worker needs to clock in to purchase a pint? Here are some interesting comparisons: An average German needs to work only seven minutes in order to earn enough money for a half-litre (a trifle by Bavarian standards) according to analysts at UBS, a Swiss bank. For Czechs (who swig even more than Germans) the figure is similar. Only Americans need work less for their ale. Indians, by contrast, must toil for nearly an hour before they have earned enough to quench their thirst. But India will be the fastest-growing market by volume in coming years. Growing adult populations and rising living standards mean that beer consumption in emerging markets is booming. Drinkers there drank two thirds of the world’s beer production in 2011. By 2016, it will be 72%. The world average work time for a pint of beer is 20 minutes.
Volume 10, No. 7
trade shows
Cutting Through the Clutter
By Barry Siskind
In 1970, the rock group Five Man Electrical Band had a hit called “Can’t you read the signs?” You probably remember the refrain which went: “Signs, signs, everywhere there’s signs, Blockin’ out the scenery, breakin’ my
For sure, some signs are necessary. They help
and stands out at the same time. The use of a
keep traffic moving in the right direction and
colour wheel where you look for complimentary
eliminate disorder. But the show floor is where
or contrasting colors is a great tool that will help
exhibitors can do something to minimize the
you select wisely.
mind…”
confusion. Here are five things to consider when
While this song was written to protest
Informational versus showstopper
tion that can be read elsewhere. You do not
Showstoppers are the large signs with a catchy
want the sign to tell them everything, because
an over-regulated society, the issue of
phrase intended to capture the visitor’s atten-
it reduces your opportunity of engagement.
too much information on signs is just
tion quickly. Showstoppers should be no more
To create signs that are impactful, you need
than seven words long and must be strategically
to focus on the audience of the show you are
placed so that the visitor doesn’t have to hunt
exhibiting in, and then ask yourself, “What infor-
for the information.
mation will be most significant?” The trick here
as applicable in a trade show scenario.
you are adding words to your exhibit.
From the moment visitors walk
Informational signs are generally used to sup-
through the front door, they are
in size and should contain 3-4 bullet points.
inundated with information on signs:
Registration area
Line up begins here Today’s events Do not park
Keep the lines moving The daily menu Aisle numbers
port a verbal presentation. They can be smaller When your staff is presenting product information, they can say to the visitor, “We have
with product information. For these
is to highlight the information emphasizing the needs of your visitors rather than talking about you and your corporation. Then rather than listing everything, use your sign as a teaser that will stimulate one-on-one discussions.
Integrate words with other display components
ger follow point by point as they reinforce the
This last suggestion will force you to think of
presentation with a visual reminder.
your written information as part of your overall
Fonts Choosing the right font is a matter of style, taste and clarity. If you have chosen a specific font in your marketing materials, then it is appropriate to use the same on your display. The right font can support the experience that you are attempting to share with your visitors.
display. Examine each component of your display and look for places where a word or two will enhance the way your audience relates to it. Words can be integrated into graphics, products displays or on the corporate clothing your staff is wearing. Once again, don’t try to tell your audience everything. Leave something for oneon-one conversation.
carefully and remember to avoid any font that is
Well thought-out signs will not only support your
confusing or distracting.
display; they will also decrease the marketing
Colour
weary visitors, all these signs are
The issue of colour relates to how well the sign
“breakin’ their minds”.
you choose for your display will help create a
integrates with your overall display. The colour theme, so the mood and the choice of colour for your signs needs to be one that blends in
www.theplanner.ca
Your signs do not replace literature or informa-
pointing to the informational sign, let their fin-
four separate solutions to this problem.” Then,
With thousands of fonts to choose from, select
There are also a hundred exhibitors
Tell them what’s important
clutter your visitors face when they walk through a show. Barry Siskind is North America’s foremost trade and consumer show expert. Visit his Web site: www.siskindtraining.com or e-mail him at: barry@siskindtraining.com
PLANNER 5
The
c r e at i v e v e n u e s
Insightful Sites! Creative meetings happen in creative venues, and more importantly, an engaging environment can get those inspirational juices flowing that set one meeting apart from another, and determines its success. But how exactly do you find those motivating locations?
to begin your search. When defining the word “creative”, many adjectives come to mind: original, inspired, innovative, and inventive. Years ago, when one heard the words meeting or conference, automatically a hotel ballroom or convention center came
By Audrey Esar
club floors, penthouse suites and lobby bars can often be relegated to your group to be used in ways never thought of before. Upscale hotels can sometimes offer you a private tasting table in their kitchens while their Chefs prepare something special. Don’t be afraid to use the local staff of a property to procure ideas of what
S
to mind. These days the options are endless.
unique and memorable. Just bringing a group
homes that are available for rental purposes. A
speak with local destination management com-
to Costa Rica might seem inspired enough, but
spa specializing in holistic healing could be an
panies in the area. They often have worked with
zip-lining through the jungle or wading through
inspirational site for a medical conference, with
most of the venues, and can offer honest and
the mineral mud baths might be what it takes to
local speakers adding to the flavor of the set-
detailed reviews of the sites you are looking at.
actually create a memory that will last a life time.
ting. (Always be sure that a venue is acceptable
As well, being in touch with the National and
(Trust me…it does!)
to a company’s compliance committee if that is
Global Sales Managers of your different hotel
a consideration). A Dude Ranch might be just
chains can be incredibly useful for ideas of which
the ticket for something different, or perhaps
of their properties might be perfect to meet your
holding the first session of your meeting in a
objectives.
has been done before that was different and
ometimes the most original destina-
Museums, art galleries and cooking schools pro-
tion is not always the most creative.
vide stimulating milieus to host a group. Lofts in
You want to bring the world to your
urban areas are extremely popular, and destina-
If possible, always, always, always do a site
participants, and often, it is what is
tions such as Palm Springs can provide incred-
inspection prior to making any commitment. If
available in a particular location that makes it
ible venues in the form of former movie star’s
the location is too far to travel, research and
Planners must start with determining the meeting or incentive goals of the company. What precisely do you need to achieve, and how will your choice help you to accomplish these objectives? Are you trying to inspire creative thinking during a day of meetings and speakers inside a venue, or do you want your surrounding
private train car on the way to your destination can be an introduction to an exciting program that shows your participants the thought and care that has been put in for them.
successful.
Approaching your meeting and event site selection in a new and innovative way is the whole idea behind the saying “thinking outside the box”. Push your thinking beyond the norm and
environment to play a role in educating your
A good planner understands that the perfect
set no limits. If you go outside the expected and
participants on local culture or in a teambuilding
venue accommodates both your on-site and off-
venture into the world of resourcefulness and
activity? How far are you willing to travel? What
site needs. If your meeting is to take place in a
imagination, you will delight and inspire both
is the size of the event? These are topics that
conference type setting, whether it is in a hotel
yourself and your participants.
are important to address before even beginning
or convention center, look for ways to individ-
your search of a destination. Similar to buying a
ualize it from the norm, through décor, lighting,
house, equipping yourself with a list of “must-
and ambiance. Determine the best traffic flow
haves”, as well as those things you are willing
from one room to another; highlight the distinct
to let go of will make your requirements more
areas of the property that perhaps can be used
concise, and thus allow you to zero in on where
in a new way. Terraces, swimming pool areas,
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The
With over 20 years experience, Audrey Esar is a Solutions Consultant specializing in event management, customer service, training and coaching as well as site selection. Audrey can be contacted via e-mail at AudreyEsar@videotron.ca or connect with her via Linkedin.
Volume 10, No. 7
h o l i d ay r & r
toronto venue
Love and
Love
at at
First Site
First Sight
By Marylin Lazar
Alice I have been Melanie Benjamin Few works of literature are as universally beloved as Alice’s Adventures in Wonderland. Now you can meet the young girl whose bright spirit sent her on an unforgettable trip down the rabbit hole – and the grown woman whose story is no less enthralling. Alice Liddell Hargreaves’s life has been a richly woven tapestry: as a young woman, wife, mother and widow, she’s experienced intense passion, great privilege, and greater tragedy. But as she nears her 81st birthday she knows that to the world around her, she is and will always be “Alice”. Her life was permanently dogeared at one fateful moment in her 10th year when she urged a grown-up friend to write down one of his fanciful stories.
Bride of New France
Even from the outside, Atlantis evokes a strong response. For architecture aficionados and 60’s buffs alike, the modernist, space-age style of the building hearkens back to an optimistic time, reminiscent of futuristic space pods and fabulous parties. The Atlantis event complex has been a landmark since its inception, a gem on the city’s waterfront. It has undergone extensive renovations in its years of operation and is working to remain at the core of Toronto’s waterfront revitalization. The banquet and convention facility is very much open for business as their lease extends to 2027. But Atlantis is all about the view. Boasting an enviable position at the water’s edge, the Atlantis event complex offers magnificent 30-foot, floor-to-ceiling windows and stunning panoramic views of Lake Ontario and the Toronto skyline. The site features a rooftop patio, a 450-seat theatre, and four distinct room options: the Metropolitan Ballroom can seat 500 for dinner and includes a private mezzanine, the Trillium Room seats 275, the Skyline Room holds 150 for receptions, and the Lakeview Room holds 120. This choice affords clients flexibility or a complex, multilayered experience and accounts for the venue’s popularity. Atlantis is open year round with both in-house www.theplanner.ca
catering and catering partners. Both social and corporate clients appreciate the ability to have separate rooms for AV presentations, dancing and a separate bar setup for mingling. Whether it’s a rooftop ceremony or portraits at sunset, Atlantis fits the bill. While the rooms can be dressed up, make sure to book events with cover of darkness for full effect. The wow factor is contained in the opening of the blinds when the sun goes down. My personal favourite Atlantis experience is the specialty coffee setup around the periphery of one of the smaller rooms, with little leather sofas and low tables right by the huge windows. Atlantis Pavilions 955 Lakeshore Blvd. West Toronto, ON M6K 3B9 416-260-8000 On the web: www.atlantispavilions.com Independent writer; after graduating from Concordia University in communication studies, Marylin Lazar continued her education in travel writing at Ryerson University Toronto and Mediabistro in New York. Marilyn can be reached at Marilyn@marilynlazar.com, http://marylinlazar.com
Suzanne Desrochers Laure Beausejour has grown up in a dormitory in Paris surrounded by prostitutes, the insane, and other forgotten women. She dreams with her best friend, Madeleine, of using her needlework skills to become a seamstress and one day marry a nobleman. But in 1669, Laure is sent across the Atlantic to New France with Madeleine as filles du roi. The girls know little of the place they are being sent to, except for stories of ferocious winters and Indians who eat the hearts of French priests. To be banished to Canada is a punishment worse than death...
Bitter in the Mouth Monique Truong Linda Hammerick has a special yet burdensome gift – she experiences words as tastes. Linda’s boyfriends’ names, for example, remind her of orange sherbet and parsnips; her own name is mint-flavoured. Depending on the speaker, listening for Linda can be delicious or distasteful. Woven into Linda’s story is the history of her home state, North Carolina – slaveholding days, the first airplane flight, and local Indian lore. But when a sudden tragedy brings Linda back home from New York City, she finds answers to life that has been made up of half-finished sentences, as the secret of her origins and the clandestine histories of those around her are revealed one by one.
PLANNER 7
The
hotel news
By Marylin Lazar
LANGDON HALL NAMED BEST HOTEL IN CANADA & 15th IN THE WORLD BY CONDÉ NAST TRAVELER LANGDON HALL Complete Conferences, Romantic Weddings, Great Getaways
Langdon Hall Country House Hotel & Spa has been honoured as the best Canadian hotel by the readers of Condé Nast Traveler magazine in the 25th annual Readers’ Choice Awards. The property, widely celebrated for its Five Diamond dining experience, tranquil grounds, and luxurious amenities, also placed 15th on the World Top 100 List.
C
ondé Nast Traveler is known for several industry-recognized awards held every year. To achieve the results this year, the magazine tabulated votes from 46, 476 readers, and they have elected 1306 properties and destinations. This is Langdon Hall’s second time placing first on the Best Hotel in Canada list. One quality which top achievers have in common – especially in the event and hospitality industry - is never resting on their laurels. Mary Beaton, Owner and Managing Director of Langdon Hall, personifies this attitude. I
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The
contacted her for her response to winning the Conde Nast Award. This is what she had to say: “We are absolutely thrilled to receive the Conde Nast Traveler Readers Choice Award. It is so gratifying to know all the effort our staff have put into Langdon Hall, making our guests feel special has paid off. It is one thing to receive the award. However, it is another to keep reaching to improve ourselves and stay on top of our game. One thing that is most important to us is to ensure all of our guests feel important and special and that we exceed their expectations with passion and enthusiasm.”
I marvel at the fact that Langdon Hall was built as a mere summer residence. Talk about different times; the concept boggles. Imagine staffing and maintaining a mansion and property of this magnitude for use just a couple of months a year. But that’s just what Eugene Langdon Wilks did back in 1898. Wilks was part of the Astor family, which built the Waldorf Astoria. How strangely serendipitous, then, that the estate should end up as a hotel, renovated by William Bennett and Mary Beaton in 1987 and now part of the prestigious Relais & Chateaux hotel group. I’ve enjoyed the Relais & Chateaux standard as nearby as northern Ontario and as far afield as Plettenberg Bay, South Africa. They all share a standard of setting, service, and overall quality. Langdon Hall is no exception. The low-rise layout is easy on the eyes and for the directionallychallenged. Rooms are numbered and named. “Tea Berry” is what I’d like my bedroom at home to look like – contemporary yet cozy. This resort is known for its cuisine. Entering the dining room, I pass the piano which is manned alternately by the hired pianist and a couple of talented guests. The open program lends an informal feel to the elegant experience. The three-course meal is delectable without being ostentatious; service impeccable but not stuffy. When casual mention is made about the small size of one of the appetizers, an alternative more generous “favourite” is brought out graciously. After dinner, I find the bed turned down, requisite chocolate on the pillows, and wood-burning fireplace ready to go. Another time and place – this is what it must feel like to have a butler! From Executive Board meetings to small business conferences, Langdon Hall has the setup and the setting. They recently added improvements which business clients will appreciate,
Volume 10, No. 7
hotel news
such as enhanced complimentary wireless internet service, as well as bigger screens and two retractable LCD units in the Orchard Room. The main meeting rooms are ideal for groups of up to 70 people, with five breakout rooms for smaller groups. Once your conference duties are over, there is much to do both at the inn and in the surrounding area. I participated in a wine tasting set up in the “stables”. I assure you, the interior of the building today is beautifully furnished and smells delightfully urban. I try a Pinot Grigio and 2 reds of the Sangiovese variety. The most engaging element of the session derives from the conversation with six other participants, with international ties and tastes. All are returning customers and I begin to feel that I, too, may well end up in this category. In the morning, I scrape myself off of the raised feather bed reluctantly, but am amply rewarded upon arrival at breakfast. Overflowing bowls of berries, platters of smoked salmon and seductive baked goods festoon the buffet table. Still, I can’t resist ordering from the hot menu and savour every morsel of farm-fresh eggs, and fluffy pancakes. A sense of relaxation permeates the bright windowed room which encourages another old-fashioned pastime – lingering over conversation...
www.theplanner.ca
green hotel news
The venue offers team building exercises, casino or poker nights. Bikes and snowshoes are available for exploring the trails. I head for the gym. Like the inn itself, the room is small and simple but fitted with quality equipment. Soon, it’s time to register at the spa and cap off my stay with a massage which takes my mind – and body – to another place altogether. Langdon Hall is in Cambridge, a pleasant hour’s drive from Toronto. On a Saturday, I recommend a stop at St. Jacob’s farmer’s market. The stalls laden with produce and crafts are complemented by wafting aromas. Local treats constitute a change-of-pace weekend lunch. The Mennonite women in paisley dresses and bonnets hearken, again, to another time and place. Driving out slowly along the treelined gravel road, I imagine traveling this route by horse and buggy, maids in the entourage… Try the conference facilities; go back for the sheer pleasure of it. For more information about Langdon Hall visit www.langdonhall.ca Independent writer; after graduating from Concordia University in communication studies, Marylin Lazar continued her education in travel writing at Ryerson University Toronto and Mediabistro in New York. Marilyn can be reached at Marilyn@marilynlazar. com, marylinlazar.com
Hilton Launches Mattress Recycling Program Hilton Worldwide announced recently a mattress recycling program in coordination with the installation of new Serta mattresses and box springs. Available immediately across all brands in the U.S., the program will recycle approximately 85 percent of hotels’ mattresses and box springs into various products rather than being diverted to a landfill. “Our hotels have purchased more than 50,000 mattresses in the past two years in the U.S. alone,” said Randy Gaines, vice president, engineering operations for the Americas at Hilton Worldwide. “This program presents a great opportunity for our hotels globally, offers a cost savings to owners and underscores Hilton Worldwide’s commitment to further reduce our waste output.” In partnership with DH Hospitality*, mattresses will be recycled into other products, including: • Steel springs: tools, automobile and construction materials • Wood: tempered flooring, particle board shelving and a variety of pressed wood products • Cotton fibers: oil filters, mats and stuffing • Quilt scrap: carpet padding Last month, Hilton Worldwide reported its 2011 results and announced it has achieved its five-year goal to reduce waste by 20 percent, two years ahead of schedule. * DH Hospitality is a single source turnkey provider offering recycling, installation, liquidation, transportation and warehousing services nationwide. The company will install and remove mattresses for Hilton’s properties ensuring that hotel operations are not affected by the replacement program. DH Hospitality will also ensure that all components of the mattress and box springs are being recycled, not resold or re-covered, by requiring recycling centres to provide a certificate of recycling.
PLANNER 9
The
c r e at i v e p l a n n i n g
Planner and Supplier
Creating Ideas Together
By Jyl Ashton Cunningham, CMP
Take an event – any event.
Conference, incentive, trade show, you name it. When clients hire planners to create the perfect event, they can only hope to comprehend the intricacies of the planner’s role; somewhere between the Show Director, Maestro, Escoffier, Project Manager
WRONG! As any busy planner knows,
that if their hand isn’t in the
failure to delegate leads to – well, failure! The client has displayed a willingness to join forces, so the planner needs to do the same. Who better then to bring on board to help feed the creative juices, than partner suppliers? They are on site anyway, they want to make the event as equally memorable as the planner does (perhaps even more so as they look for sustainable partnerships in planner relations) and whilst they won’t replace a professional décor company overall, they can provide valuable accessories to help bring the concept together without incurring additional mark-ups. Consider the benefits of any of the following examples of how suppliers and planners can work creatively together.
organization of every facet of
Audiovisual Companies often have
the events they are hired to
interesting ideas on how to create the perfect effect for an event. If stage décor is needed for example, why reinvent the wheel and go to great expense before checking with your AV supplier first? They often have a good selection of backdrops and props in their inventory from past events and are only too happy to dust them off and re-use them at a lesser rate than purchasing new. As well, the planner is practicing sustainability so it’s a win-win situation. When preparing an audiovisual RFP, it helps to include any stage
and Magician. What clients do know is that they have hired someone else to help them realize a vision and create a theme, relieve their stress level and make them look good. Conversely, many planners too often believe
manage, then they won’t be successful. Entrusting even a small part of the creative process of an event to a supplier partner can be an extremely painful experience.
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décor requirements up front as the pricing will be more competitive prior to signing a contract. Give as much information as possible regarding theme and whether the stage has to change in any way for different scenarios during a multi-day conference. Also, have all specialized lighting and gobos set up at once to save on labour costs, then just have the right ones turned on as needed.
Show Services can go way beyond booth building. They are full of surprises when it comes to creativity without having to break the bank. For example, a bright coloured aisle carpet can make a big difference in the way a trade show is perceived, so listen to the supplier’s suggestions and go red, pink or turquoise for a change. For a seamless look, carpet all of the booths the same colour, add the extra cost to the booth rental fee and advise the exhibitors not to ship their own carpet. Keep the drape neutral and all one colour for best results when using bright carpet. Show Service suppliers such as Stronco (www. stronco.com) will generally include a complimentary entrance treatment for large trade shows, which they will also design based on their vast knowledge of what works in which venue. One less thing for the planner to do, whilst still getting the accolades for a fabulous first impression at the show.
Volume 10, No. 7
c r e at i v e p l a n n i n g
Catering Companies are naturally creative and can offer a myriad of suggestions for themed events, using the venue setting, destination and conference objectives to create fabulous menus. The food presentation itself is a perfect creative element, with each plate being served as a work of art. Most caterers enhance buffet stations with their own décor at no extra cost, so check their inventory first to confirm what will work with an event, before finalizing the floral colours, dining table linens, etc. Rental orders (dishes etc) are best dealt with by the caterer once the initial tableware designs have been selected, which saves the planner considerable time.
Entertainment can be one of the hardest things to get right and from personal experience, it is almost impossible to please everyone with a band, especially if the age demographic is widely different. Unless the theme dictates the type of band to be used, a DJ is generally a safe option for musical entertainment and a reputable DJ company is a valuable partner in creativity. As well as supplying a vast selection of music, DJ’s can usually supply lights and special effects, (strobes, roving gobos etc) and are experts in creating the mood for the evening with varying selections of music.
“For initial creative inspiration, the cheapest solution is to surf the internet”
Internet For initial creative inspiration, the cheapest solution is to surf the internet, the planner’s best friend and a supplier partner of sorts, in terms of finding ideas, sourcing themes and searching for quick tips on how to turn a client’s vision into reality. In conclusion, there are countless suppliers who can help or partner with planners in the creative process, with sadly not enough space here to mention them all. The key is being able to communicate effectively in order to be able to first visualize the end result, which needs to be done as early in the planning process as possible, preferably as a face-to-face brainstorming session, or in the RFP process. The decision is then made on the best source from which to procure the elements to turn the vision into reality. By bringing together expert opinions and perspectives from as many areas as possible, creativity can evolve from the most unlikely sources, resulting in a spectacular event. Jyl Ashton Cunningham, CMP is owner of JAAC Meetings & Events By Design and Associate Editor of The Planner. Jyl welcomes your comments and can be reached at info@jaacevents.com
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IT’S…. SHOWTIME (literally) SHOWTIME: Creative ideas Toronto’s Special Events and Party Expo By Marylin Lazar
From ice sculpture to ice cream– it’s all available at Showtime. The Magen Boys teamed up with Solepower Productions and Gloria Benaim to put on the fifth Showtime on October 11. Booths provided an opportunity for event planners to showcase new wares and seize the opportunity to raise their public profile. It also represented a chance to interface with the many facets of the industry. Attendees sampled and sipped as they perused the booths getting the benefit of expert advice. Jian Magen, of Magen Boys Entertainment, describes it this way: “In one night, you can meet the industry’s top trades and professionals in an approachable environment. Showtime is a party and a resource center at the same time.” Page Magen adds, “These vendors are hand-picked... Being able to work with the top people in the industry makes our show so worthwhile.” Seasoned professionals met the new kids on the block. Gloria Benaim is an Event Planner and Corporate Event Director for Magen Boys. She identified trends among the 81 vendors at the show. “There was lots of personal branding with logos on chocolate, photographs and even on dance floors. Also big are deconstructed or do-it-yourself food stations, such as sushi in a cup, popcorn chicken, taco fillings and pasta toppings.” Abby Tobias sums it up: “We are proud to be heading into our sixth SHOWTIME events expo. Our team has worked extremely hard to produce a trade show that caters to the needs of our client base. We already have some great new ideas to showcase for the upcoming season. See you at the Warehouse on March 6th!” March 6th, 2013 - The Warehouse (2-35 Carl Hall Rd. at Downsview Park), 416-663-7653 On the web: www.showtimeexpo.ca Independent writer; after graduating from Concordia University in communication studies, Marylin Lazar continued her education in travel writing at Ryerson University Toronto and Mediabistro in New York. Marilyn can be reached at Marilyn@marilynlazar.com, http://marylinlazar.com
PLANNER 11
The
planning
Before you choose a meeting venue,
have you considered…
I
By Michael Caplan
n my role as a meet-
Can you fit a control table comfortably in the
ing producer, I some-
room? In one case, our client requested an
times get called in
immersive environment with one continuous
after the venue has
projection surface on 3 walls, but we were left
been selected. Ideally, it
without space for the controls once all the AV
would be beneficial to
was installed. Solution: we set up in the adjacent
be brought in as early as
service corridor and monitored the live action
possible to collaborate
through closed circuit cameras in the room.
in the planning process. This will have a positive impact on the meeting format and content. Here is what producers need to know before they can get to work on the creative concept and budget.
a truss for lighting, sound and projection? Depending on the size of the group and the floor plan, you may need to suspend some equipment, including screens. What about electrical power? That is usually not an issue in updated properties, but could be in older ones. At one event, we were forced to run electrical lines between floors!
How big a “show” needs to be produced and consequently,
Are there rigging points in the ceiling to install
how
much
time is needed for AV set-up, tech rehearsals
Are you planning a product launch or a major announcement that will require pumped up music or audio branding? If so, most air walls will not contain your sound and you’ll end up disturbing the meeting in the room next door. If
As a meeting planner,
and presenter/ entertainer rehearsals? All too
what’s on your basic list
event only. How can you start a meeting at 8 am if you only get access at 6 am? Even with
If you have entertainers, in most cases they will
of
requirements
a midnight set-up start, you are living danger-
need dressing rooms and space to eat. It is help-
ously, without a contingency to solve potential
ful to have this space close to the meeting/event
for meetings and events?
technical challenges, and even less time for last
space to reduce your time running around to put
minute changes requested by the presenters
them on standby near the stage, especially if
Convenient location, cap-
when they arrive just before the meeting starts.
there is a last minute change in schedule.
Is there enough space for rear projection? If
I am confident that you, as an experienced
not, and you have to go with front projection,
planner, are well aware of most of these ques-
do you have enough ceiling height to hang the
tions. If you haven’t yet considered it, please try
What other key questions
projector on an angle to project over the head
consulting with your meeting producer before
of the presenter and avoid casting a shadow on
you make a final venue choice. This will ensure
should you ask yourself
the screen?
that you have both the tools and working condi-
before booking the space?
Can you fit in a large enough stage to handle
Do you routinely consult
ers are on stage at the same time and whether
the AV supplier or meeting
dance troupe or live band. With a larger group,
producer before you sign?
stage so they can roam and get closer to their
venue
acity, F&B quality, costs…
12
PLANNER
The
often, a space is reserved for the day of the
the action? This depends on how many presentthere will be a panel discussion with furniture, a the presenters will appreciate an extra wide audience.
you need to blast it, make sure in advance that you have the privacy to do what you need to.
tions to deliver the content and style of meeting needed to satisfy your client’s strategic communications objectives. Michael Caplan is the founder of Sensix Communications & Events. Widely regarded as an expert in the creation and production of worldclass meetings and events over the past 30 years, he has been honoured as Canadian Producer of the Year and has consistently led his team to many STAR and Special Event Gala awards.
Volume 10, No. 7
toronto venue
hotel news By Marylin Lazar
Something Old, Something New:
Structure Houses Multiple Meeting Spaces
Novotel Makes Best Employers List For The Fourth Year In A Row Novotel Canada has made it onto Aon Hewitt’s list of the 50 best employers in Canada. “We are very proud to be included in this prestigious list again this year,” said Eric Buitenhuis, Vice-President of Novotel Canada. “We are particularly pleased because Canada’s 50 Best Employers List is determined by the employees themselves.
Recently, St. James Cathedral Centre opened its doors to guests in order to showcase its event capabilities. And capable it is!
W
hile it is certainly not the only show in town touting itself as “Toronto’s newest premier event space”, it is absolutely in a class of its own by any standard. I won’t go into the site details which are available online and in glossy printed material. I am here to tell you that it works superbly. The modern glass addition juxtaposes tastefully with the gothic revival style architecture. With a spire standing at 200 feet tall, this was once the tallest building in Toronto and is now designated as a Heritage Property by the Ontario Ministry of Culture. Venue coordinator Janet Hogan described the 3-year renovation process as “a labour of love”. The night I attended, the main catering was set up in Snell Hall with its glass curtainwall wrapping around the east and south sides of the space. Snell Hall can accommodate over 400 people for cocktails or 200 seated, and can also be divided. The deck was heated and tented for a Steamwhistle beer setup. I could easily imagine a bride stepping out into ST James Park for a photo op. The Balfour Bowen Library was set up with specialty coffees and had an art exhibit for a backdrop. No offense to the artists, but the dessert
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This is our fourth consecutive year on the list, and every year we have moved up. Novotel Canada employs more than 450 people in seven hotels in and around
setup almost rivaled the art on the walls in terms of placement and colour. Shout-out to the preferred caterers and to the folks from Staff Your Event, who were evident but not obvious, serving and clearing seamlessly. This intimate space can accommodate 24 seated or 50 standing. Upstairs, the Lecture Room, Community Room and Board Room provide ideal space for corporate meetings and retreats, including meals. Each provides access to technology such as AV equipment and WiFi. A green room is available. The décor is elegant, the building materials are high quality, the feeling is airy and the views superb, from the actual church building to the surrounding greenery. In both location and design, St James Cathedral Centre provides a fantastic way to get a group away from the confines of the office without leaving the downtown core. Ideas will surely flow as freely as the as the space does.
Toronto, Ottawa and Montreal. Buitenhuis said the company prides itself on a unique human resources policy, which aims to guide each employee along a clear career path customized to individual needs. All employees are encouraged to think of themselves as members of the Novotel team, and are empowered to actively engage in decisionmaking. Novotel
also
strongly
encourages
its
employees to get involved in local community events, charities and activities, and the company is very proud of its record in community service, added Buitenhuis. Aon Hewitt, a major international human resources firm, identifies organizations with the highest employee engagement. Its survey in Canada measures how positively employees speak about their employer to others, how likely they are to stay in the job, and how motivated they are by their
See the website for preferred caterers, rental rates and policies: www.stjamescathedral.on.ca
organization’s leaders to excel in order to contribute to business success. The company released its list of best employers for
Independent writer; after graduating from Concordia University in communication studies, Marylin Lazar continued her education in travel writing at Ryerson University Toronto and Mediabistro in New York. Marilyn can be reached at Marilyn@marilynlazar.com, http://marylinlazar.com
2013 on October 18; the complete list will be published in the October 29 issue of Maclean’s magazine.
PLANNER 17
The
c r e at i v e f u n d r a i s i n g
DOING IT WITH PANACHE:
By Marylin Lazar
Fundraiser Spans an Entire Weekend The Planner’s question: Is this a trend?
West Park Healthcare Foundation is holding a fundraiser aptly named Panache. It will be held in Toronto over a two-day period, from November 30 to December 1. What is unique about this event is that it’s not just dinner or an auction, but rather a two-day celebration of contemporary culture, highlighting food, fashion, entertainment and luxury.
18
PLANNER
The
N
ot shy about ticket value, the price tag for a package is $5,000 or $10,000 per couple, depending on the option of Trustee or Guest. Panache appears to be going for the perception of exclusivity and added value. They’re trying to attract spenders from beyond Toronto by marketing the experiential event across Canada and around the world. EVENT DETAILS The weekend kicks off on Friday night with individually hosted dinners held at various locations throughout Toronto. Exclusive venues include: the Ritz-Carlton, TD Bank’s 54th Floor, the Windsor Arms Hotel, 180 Panorama in the Manulife Centre, Evergreen Brickworks, the Gardiner Museum, George and ShangriLa. Celebrity chefs include: Michele Mazza, Jean Paul Lourdes, Celestino Drago and Ian Gresik. Guests indicate their preference on the response card and organizers work out the logistics. The festivities continue on Saturday with a gourmet lunch and live auction to be held at the new Four Seasons Hotel. Featured lots include glamorous travel coupled with unusual concept items such as an insider’s tour of The Vatican and a simulated fighter pilot experience. Saturday evening caps things off with a performance by the Grammy Award-winning Pointer Sisters at the Toronto Centre for the Arts. Panache
guests will also enjoy an exclusive VIP reception. Ashleigh Manzon, Senior Development Officer, Leadership, puts it as follows: “With the launch of a $100 million campaign, West Park had to rethink the ways in which a hospital reaches out to its surrounding community. We knew we had to go bigger and bolder than your traditional gala. The scope of what we’re trying to accomplish required an event of the same magnitude.“ “The idea was to create an epic five-star weekend that takes the best of what Toronto has to offer and presents it to guests on a silver platter: the hottest venues, the best chefs, trend-setting fashions, electrifying entertainment, auction experiences that simply cannot be replicated and the opportunity to see and be seen among the city’s best and brightest. We want people to come away thinking this is something they could only experience in Toronto and only at Panache.” Panache will support the I CAN Campaign, with proceeds going to West Park’s new Patient Care Centre. events@westpark.org On the web: www.panachetoronto.ca Independent writer; after graduating from Concordia University in communication studies, Marylin Lazar continued her education in travel writing at Ryerson University Toronto and Mediabistro in New York. Marilyn can be reached at Marilyn@marilynlazar.com, http://marylinlazar.com
Volume 10, No. 7
industry news
Canada Post tells us
Airport fees drive
Canadians
Canadian travellers to U.S.
say
that
sending
greeting cards by mail instead of using e-cards is more personalized, sincere, and thoughtful.
79%
of Canadians agreed that sending cards received
through the mail says “you are important to me.”
How about picture
M
illions of Canadian airline passengers are crossing the United States border in search of cheaper flights as the result of what a new report calls a “perfect storm” of issues plaguing the Canadian airline industry. The Conference Board of Canada urges lawmakers to lower the taxes and fees they charge the industry in order to make airfares more competitive here. But it notes that while roughly 40% of the difference between fares in the U.S. and Canada are the result of taxes and fees, they are not the only issues making fares less competitive. Vijay Gill, who authored the report, cited “a number of factors that includes differences in wages, aircraft prices and industry productivity as well as U.S aviation policies. For air carriers flying from American airports, these add up to a 30% cost advantage.” The Canadian Airport Council estimates roughly five million Canadian travellers will cross the border this year and fly from U.S. airports, up from four million in 2010.
The benefits are clear, the board states in its report. A survey of flights from Toronto and Montreal to New York City found the lowest all-in fares were $395 and $450. The lowest all-in fares in nearby Buffalo, N.Y., and Burlington, Vt., to the same airport, were as low as $142 and $122 respectively. “These cross border airports – particularly the smaller ones – are very aware of the price differential and are targeting Canadian passengers directly as a result,” the report states. Some of these airports offer free parking and overnight stays at nearby hotels to make the travel times more palatable. The National Airline Council of Canada estimates the federal government has collected, directly and indirectly, $7.3-billion over the past decade from the air transport industry. It also estimates the economic output from its members, Air Canada, Transat A. T. Inc., West Jet Airline Ltd. and Jazz, would improve by up to $3.5-billion if the taxes and fees were eliminated.
postcards for Christmas? Downloadable greeting card templates Choose a pre-designed template that you can personalize for your business. Then take it to a local mail service professional for printing.
Picture postcards Customize your image and message, import your contact list, and leave the rest to Post Canada. They will do the printing and mailing for you. Visit: canadapost.ca/useDM to get started
Finnair And Marimekko Launch Design Collaboration Finnair and Finnish design house Marimekko are teaming up to enhance the air travel experience with a new design partnership. From spring 2013 all Finnair aircraft will feature a Marimekko for Finnair collection of textiles and tableware, featuring Marimekko’s classic patterns. The Marimekko for Finnair collection is specially designed to add a light and fresh visual and tactile dimension to the onboard experience, while lightening the airline’s carbon footprint as well.
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“Finnair has a strong design heritage, and this cooperation brings our design thinking to a new level,” says Mika Vehviläinen, Finnair CEO. “Our goal is to become a design airline, and bring our customers unique experiences for all five senses. Cooperation with Marimekko is an important step towards this target. Finnair aircraft will become roving ambassadors of timeless Finnish design and creativity, giving our customers a special experience when they fly with us.”
PLANNER 19
The
survey
We recently asked our readers to share their opinion As more and more hotels are getting rid of bathtubs and replacing them with only showers, we want to know if you approve? 246 planners replied to our survey, and here are the results: “Yes, I prefer the shower”: 188 responses “No, I prefer the bath”: 58 responses 76% of the responses prefer taking a shower, and less than 24% prefer soaking in the tub.
20
PLANNER
The
Here are some of the responses to the survey • When travelling for business, I’d be happy to have a shower only. However, I’ve been burned when travelling with my two young girls. For that reason alone, I say stick to bathtubs. • I`m more a shower person but removing most of them is not a great idea when travelling with younger kids or if you just want to enjoy a nice warm bath. As a planner, instead of asking for smoking or non-smoking, we now have to ask bathtub or shower… • Yes, I’m a shower person. With our aging population, this makes it much easier for people to access as well. • Ideally, I like to have both - like at the new Four Seasons in Toronto. I checked into a hotel in Montreal on the weekend, freezing cold and wanting to relax in a soapy tub, and was really disappointed to find that there was a lovely shower but no tub. • As an event planner, let’s face it... we’re only in our rooms to get a few hours of rest and then refresh for the day ahead... so really no time for a nice long soak in a bath, regardless of how much it is needed!! However, for the delegates point of view, I think it’s really nice to still be able to have access to both a shower & a bathtub.
• As long as the showers can be accessed by persons with disabilities, and have safety features (e.g. non-slip tiles), then go ahead and make those changes. • I am usually a shower person but also like my bath especially after long travel days and long days on the floor. Also, one hotel which will remain nameless had only a ceiling mounted rainforest shower head so you couldn’t shower without getting your hair wet. • I much prefer a deep soaker tub AND a separate rain shower in a perfect world! So, no, I like my bath. But if it is a tub/shower combo without a bowed shower curtain … I don’t really like either! • No, I like my bath. I’m a mother of a small child and it’s a rare occasion that I get to have a relaxing soak in the bath. Regardless of whether I’m on a business trip or on vacation, I have a bath when I’m staying at a hotel as long as the bath tub is inviting and clean! • I totally approve. When on the road I really don’t have time for a bath – shower all the way! I am happy just to walk in shower!!! AND if I do find the time – I think I would prefer to look for a hot tub or sauna or maybe even a pool
Volume 10, No. 7
survey
for your info
Reading Body Language: • This is a tough one! I think more and more people are just taking showers, but sometimes, it’s nice to be able to take a relaxing bath, especially after a long trip or hectic day. However, the majority of the time, I go for the shower, so, it wouldn’t bother me too much if the tubs were gone (in fact, I’m thinking of getting rid of one of two I have at home). I definitely like my bath! There is nothing better than to sink into a hot tub, especially when away from your own home and your own familiar surroundings!!!! • Hi, I’m OK with just a shower but my clients usually prefer both - especially if travelling with children. • I like to have the option of either! I especially like large tubs with Jacuzzi availability! • Please no, do not replace the tub. I really enjoy having the bathtub and the chance to enjoy a soak after a long meeting. To me that is pure luxury. • No, I like my bath. HOWEVER... if the bathtub has that rough, antislip tape at the bottom of the tub, I just shower. Depends on the tub. • I like to have the option, after working all day at a hotel at a conference, it’s sometimes nice to fill up the bath, soak your feet and relax with bubble bath. • I like very much the idea of having a bathtub. I fantasize about leisurely soaks. My reality is that 99% of the time, the tub will not be used…
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... So, please give me a shower with enough water pressure and I’ll be happy. On the other hand…. A few participants to our events NEED a bathtub to soak because of health conditions. I hope that a few rooms will keep their tubs. • No, I do not approve. When travelling on business the days are long, and I need to have a bath to relax, it is the only relaxing I am able to do on business. I expect the hotel to tell me when I am making a reservation that there is no bathtub available in the room (so that I can make reservations elsewhere). I will now have to ask or request to have a bath? This will cause me to book elsewhere when booking my travel arrangements. A bathtub only takes up a few more inches of space in a bathroom, if any at all, what’s the big deal? • I applaud. I think providing walk in showers is great. As a shower person myself I have always wished for a walk in shower on my travels. I know many folks prefer a bath; however, there are generally time constraints for business travellers but a quick shower usually fits a busy schedule. • About time! Standing in a tub for showering is not the safest way to start one’s morning. Very pleased to see the transition to walk-in showers.
Experts say that as much as 80% of communication is non-verbal. For instance, people’s eyes reveal a lot about them. If they can’t maintain eye contact, they’re probably lying about something. Eyes that shift downward usually indicate guilt or shame, while direct eye contact shows interest and confidence. If their eyes seem far away, they may be deep in thought, or just not listening. Lowered eyebrows and squinted eyes illustrate an attempt to figure out what is being said and what is going on. If they raise their eyebrows, you can be sure that they disagree with what was just said. When people who wear glasses are constantly pushing them up their nose with a frown, it’s also a sign that they disagree. If they’re staring into space, they haven’t listened to a word that was uttered. If someone closes their eyes longer than it takes to blink, that can mean that he or she is feeling stress, alarm or despair. Lowered heads indicate that they may be hiding something. Cocked heads mean that they are confused. People who look to the side a lot are nervous, lying or distracted. People also tend to look down when they are upset or trying to hide something. Hands on hips show impatience. Closed or clenched hands say they’re angry, irritated or nervous. Fidgeting or tapping feet are also an indication of them also being impatient, excited, nervous, scared or intimidated. Look closely at a person’s face. If something irritated or amused them, you may notice a subconscious twitch.
Speaking of body language: Watch those fingers...cursing comes at a cost If you’re in Brussels and feel the urge to curse, be sure to have plenty of euros on hand: the Belgian capital has announced plans to impose fines for insults and crude speech on its streets. “Any form of insult is from now punishable,” declared a spokesperson for Brussels Mayor Freddy Thielemand, “whether it be racist, homophobic or otherwise.” Police can impose fines of up to 250 euros when they believe they’ve heard citizens use offensive language. CCTV and witness testimony can be used in their hunt for offenders. Thilemans’ socialist administration has increased its attempt to clean up the city since a documentary, «Femme de La Rue», made secret recordings that called attention to the sexual harassment and foul language being directed at women in Brussels.
PLANNER 21
The
tourism
By Tony Wagner
Carlson Wagonlit Travel Outlook on 2013 Meetings and Events
CWT Meetings & Events predicts significant price inflation in Latin America and Asia Pacific in 2013; strong growth in North America and limited increases in Europe. 22
PLANNER
The
Two very different pricing scenarios exist in meeting and events (M&E) for 2013, which will likely lead to varying budget implications based on meeting locations.
A
sia Pacific and the booming Latin America market will experience some of the highest M&E price inflations in 2013, along with a reduction in group sizes to help control rising costs. A different story plays out in North America, with strong growth in both supplier pricing and group sizes, while Europe, the Middle East and Africa (EMEA) will see more modest price increases due to regional economic uncertainty. M&E spend in North America will continue to recover vs. pre-recession levels, bringing moderate price increases across the region and we expect to see even more measured growth in 2013 as compared to 2012. The average cost per meeting attendee per day will increase by four to five percent, while upper-upscale and luxury hotel properties may increase prices by up to 5.5 percent given this category is expected to experience the largest increase in demand. As companies invest in additional meetings and events to drive business, we expect to see an increase of about six percent in average group sizes in this region.
Advance booking windows are also expanding, at a current rate of 5 percent, as organizations have more confidence in their performance results and thus their ability to invest in M&E to drive business. Domestic bookings within Canada and the U.S. remain strong, while international demand for North-American-based meetings is also performing well. Due to the strong demand and limited new market supply opening, suppliers will be able to hold their ground when negotiating contract terms such as attrition and cancellation clauses. Significant price increases in Latin America and Asia Pacific are putting suppliers in the driver’s seat at the negotiating table, resulting in a reduction in group sizes as companies look to control costs. Cost per attendee per day in Latin America will experience the largest increase globally, at 11 percent, while group sizes may decrease up to seven percent. Midscale and upscale hotels will experience the highest demand, and the bulk of M&E activity will likely originate from domestic organizations wanting to keep their meetings in-country.
Volume 10, No. 7
tourism
Brazil will be the market to watch in Latin America as significantly higher prices will be the norm until new hotel construction becomes available for use. This will cause significant challenges in securing existing space as the number of meetings and events being planned in Brazil continue to increase. It’s not common for planners in the region to book in advance, but a change in practice may become a necessity in order to secure space in this growing market. Price increases in Asia Pacific will be a bit lower, with cost per attendee per day increases of six percent and group sizes decreasing by up to four percent. Price inflation is being driven by hotels that have some of the highest occupancy rates in the world. Advance booking windows are also expanding – by about 5 percent compared to mid-2012 – which indicates a modest increase in the confidence planners have in their companies. Nearly 70 percent of CWT’s clients in APAC are booking domestic meetings and events. Local representation in this region is key to garnering success in terms of negotiating pricing and ensuring that M&E programs, technology and service are appropriately adapted for each local market. M&E prices in EMEA are projected to increase less than in other regions, at about one percent, which is largely due to economic uncertainty. With lower M&E price increases, we expect group sizes to increase by about three percent as the number of attendees will not have a significant impact on pricing. To help contain costs, planners may want to look at holding meetings closer to home in their domestic markets.
Recommendations With M&E prices increasing across the globe in 2013, what can you do to ensure you’re getting the most value out of your meetings?
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• Start with the destination: Use industry tools to help determine the most cost-effective destination for your meeting. This also enables more strategic and transparent destination selection that can help you articulate the rationale behind decision-making to procurement, C-level executives and even regulatory bodies. • Take steps toward Strategic Meetings Management (SMM): Start small by gaining visibility into your organizations’ overall M&E activity by tackling meeting registration, venue sourcing and payment solutions. Expand into other areas over time. • Don’t ignore small meetings: Small meetings represent the majority of M&E requests within many organizations, but receive less attention than larger meetings and are rarely handled from a centralized source. Look at bringing small meetings under management to understand volumes that can be leveraged with suppliers. • Consider the attendee experience: The goal of any meeting or event should be to drive behavior changes that will benefit the company. While cost is usually the focus, be sure to also articulate benefits of attendance to the organization and participants so they fully understand the objectives of any meeting or event. Tony Wagner is Vice President of CWT Meetings & Events, Americas, and leads more than 350 staff in nine countries in North and South America. CWT’s 2013 Global Travel Price Forecast outlines travel price expectations in the major corporate travel spend categories – airlines, hotels, ground transportation, and meetings and events – across every region of the world. These projections were formed using statistical models that evaluate historical price behavior and forecast future price references in conjunction with the market-specific expertise of CWT personnel worldwide. All projections reflect year-over-year anticipated price changes.
WIRED Study
Finds Today’s Workers More Productive Outside the Office The lines between business and leisure are vanishing rapidly according to a recent survey of WIRED’s audience of influencers, conducted in collaboration with Marriott Hotels & Resorts. The study, designed to explore the reality and evolving needs of this new breed of mobile worker, found that today’s workforce is expected to remain connected and readily available anywhere at any time. Surprisingly, nearly half of the respondents said they’re more productive when working remotely but have unmet needs out of the office. High-speed Internet connections, charging stations, and comfortable furniture were at the top of the list of essential attributes necessary to create the ideal mobile workspace. The study was conducted as part of an integrated WIRED and Marriott partnership, as the hospitality leader re-imagines the guest experience for a WIRED world: expertly blending hightech services with high-touch experiences to meet today’s evolving customer needs in a meaningful way. Key highlights from the survey include: • Mobility is increasingly important to today’s workforce: Sixtytwo percent of survey respondents said it is important to be mobile and accessible in their daily business. When working remotely, the top three environments that respondents work from are home (84%), a hotel (40%) or a local cafe (24%). • Workers are more productive, less stressed working remotely: Forty-eight percent of the respondents said they are more productive when they work outside of the office. Half of the respondents (49%) also said they feel less stressed when working remotely. • Workers have unmet needs outside of the office: Nearly half (45%) of the respondents said they have unmet needs when working remotely. Essential attributes to create the ideal mobile workspace include: High-speed Internet connection (82%) and charging stations (46%), with comfortable furniture (36%), privacy (42%) and quiet (38%).
PLANNER 23
The
c r e at i v e t r e n d s
BOTTOMS UP:
Planning Corporate Whisky Tasting Events When it comes to providing innovative programming for a corporate or
Oui is a play on the word “wee” and dram is a Gaelic measure of whisky; hence Ouidram .
social event, the wine tasting, although enjoyable, now ranks a “been
For more information or to book a corporate
there done that” experience. Now is the time to help your clients out of
whisky tasting, please contact Brian or Theresa
the rut and create an event that can achieve that elusive WOW factor. Help them stand out from the crowd and make yourself look good in the process, by suggesting a whisky tasting.
on their website at www.ouidram.com
Ouidram Tips for hosting a corporate Whisky Tasting: 1. Meet with your client to listen, discuss and gather information about their upcoming event. 2. Develop a relationship with your corporate contact who can act as the liaison between yourself and the venue until the day of the event. 3. Email your information but follow up to make sure your emails were received. Use the phone to touch base before and the day of the event for any last minute details. 4. Make sure the whiskies are licensed to the correct restaurant/bar establishment. Check to see if “a permit to serve” is needed or if there are any hidden cork-
N
age fees involved on-site. ow is the time to take advantage
equation.
of the rapidly growing interest
successful whisky tasting events.
in whisky. A whisky tasting is a fresh concept that is educational,
social, and interactive, and let’s not forget the fun component! A whisky tasting is likely to be unchartered territory for many event planners and for something like this, it is good to turn to the experts.
you and keep you up to date with new trends and experts in the field, so we have asked Brian McQueenie and Theresa McGoldrick, the husband and wife team at Ouidram to talk about the lure of the whisky tasting, their company Terry has
obliged by submitting the following information and a few tips. Brian is the whisky expert and passionate presenter and Theresa is the enthusiastic sales and marketing part of the
24
PLANNER
The
5. Whisky, as an appetizer can be strong, between 40 % to 46% alcohol by volume.
Six years ago we decided to open our
Food can open up and soften the palate
own business: organizing and hosting private,
and take the bite out of whiskies for the
corporate and fundraiser whisky tastings and
guests.
things just kept evolving.
We made con-
tact with the distributors for sponsorship and launched our own name and website, and began to network everywhere we went.
We, at The Planner, constantly strive to inform
history and the services it offers.
Together, they have been hosting
The McGoldricks say that guests often approach them at events and share their responses. It is a huge passion among whisky lovers who delight in sharing both their stories and whiskies.
6. Tastings are samples of whiskies (usually four different expressions) of ½ ounce per serving. 7. Distilled water can help to customize your whiskies.
One drop will open up
and release the aromatics in the whisky no matter what the volume in your glass.
“There is nothing more thrilling than watching
8. Presentations are the perfect combina-
the faces of the participants and seeing the
tion of one half educational and one half
conversion of the guests,” Brian adds. “Their
story-telling.
faces light up and they finally get it. It’s really a visceral, pure experience.” Ouidram is a name Brian and Terry invented.
9. Touch base with the corporate contact after the event is over. Post mortems can be a very valuable learning lesson.
Volume 10, No. 7
t r a d i t i o n a l h o s p i ta l i t y
By Clinton Farley
What makes good hospitality in a hotel? In much of the Western world, traditional hospitality is becoming a lost art, however: There are many things that make for good hospitality and a pleasurable guest experience. For those that are passionate about working in the industry hospitality is really about treating each and every guest as you would in your own home and comes from a passionate heart. It’s being that person on the front desk for arrival with a smile on your face so bright that you’re showing some white teeth, it’s that porter or receptionist that welcomes enthusiastically and informs a guest about the hotel facilities and then it’s that team member who walks a guest to their room and notes some features along the way as well as offering their service for the duration of a guest stay.
G
enuine hospitality comes from the heart it is a gift of sharing and delighting, a service that one offers to ensure those staying or being hosted enjoy their experience and ultimately return to experience that experience all over again. Someone that offers true hospitality “feels it” they are happy to know that their guests are happy and their expectations are met. However it doesn’t finish with the arrival experience, guest expectations are set on their complete stay. The ultimate hospitality experience encompasses all facets of a guests expectations; from arrival to experience and then departure. All vitally important components of a guest stay. If one of these key areas is not met 100%, you then have a guest who’s expectations have not been completely met and they may or may not return. So what makes good hospitality? • Easy, no fuss booking process • Clear confirmation of booking – so guests know what they have booked • Follow-up prior to stay such as an advance email: welcoming, advising of activities in the region, hotel facilities ie: restaurant/bar etc • A friendly greeting upon arrival at the door, walk with your guest to reception – you are the host! • An informative check-in process: have they stayed before? “It is our pleasure to welcome you back Mr/Mrs…”
www.theplanner.ca
• Recognise special occasions that you know of from the booking process or that you are informed of during the arrival process eg: birthday, honeymoon, anniversary • Check what plans your guests have for their stay – offer to assist with activity bookings or dinner reservations • Never point! Walk with your guest to their room, mention features along the way: some hotels will offer a porter or bellman – do something special in the room! could you offer to fill and turn the kettle on? • Turndown! It is a great opportunity to impress and check on guest well being – do something special! • How about a courtesy call to check on your guest (a little harder in a large hotel), however a nice touch! You may be able to assist with a query before it becomes a problem! • If dining in-house be sure to impress – offer the finest fare and top shelf service: know your wine and food, offer a good sommelier! • Breakfast the first and most important touch point at the start of a day! A newspaper is always a “good to have” (just like home), be sure to have the most bubbly team members on! • During departure “check-out”, read your guest: if they are in a rush, make it quick: if they want to talk? Talk with them – it is their last memory of their experience
• Thank them for choosing to stay with you and ask if you can assist with any future bookings or on-travel And some very important points • Treat each and every guest personally! • Be unique in your offering, allow your team some freedom to express their hospitable personality and offering (within reason) • Always recognise and greet a guest “good morning, good afternoon” – never walk straight past! • Read your guest and ensure you are using the most appropriate language • EVERY GUEST IS SPECIAL. They are staying with you because they chose your accommodation over all else! And most important • Developing and fostering a truly ENGAGED team of passionate team members! Happy team members deliver the service you strive to deliver in your overall mission statement which leads to satisfied, happy guests!
The Art of Hospitality is a timeless tradition, evident since the start of time and common to all cultures, offering the best hospitable experience to your guest The above is by no way an extensive list on “what to do” rather, a sample of what one can do when striving to deliver that traditional fine art of hospitality. Clinton Farley manages a multi-award winning 5 star hotel in regional New Zealand and has over 15-years industry experience. Most recently named a finalist for the New Zealand Tourism Awards, PATA Young tourism Entrepreneur of the year 2012. www.clintonfarley.com
PLANNER 25
The
survey
SHAKEN, NOT STIRRED The James Bond character has influenced everything from martinis to fashion and has been the theme for many events. For a celebration of Bond Style, visit the exhibit at The TIFF Bell Lightbox in Toronto through January 2013.
The new Bond movie, Skyfall, is enjoying wide release and releasing our imagination for lavish and luxe once again, can you tell us. 1.
What actor offered your favourite portrayal of the James Bond character?
2.
Are you considering a Bond theme for an upcoming meetings/event?
3.
If you were booking a hotel for James Bond, which would it be?
Toronto’s Trump hotel shakes (not stirs) it up with $17,007 James Bond package The world’s most dashing secret agent is the inspiration behind Trump International Hotel & Tower Toronto®’s new fantastical lifestyle experience. The over-the-top $17,007 Shaken Not Stirred: Bond On Bay package offers guests a unique opportunity to live the lifestyle made famous by James Bond. With the upcoming North American premiere of the latest Bond film Skyfall and the opening of the Bond exhibition “Designing 007: Fifty Years of Bond Style” and its film programme, “Shaken Not Stirred: Bond on Film,” currently taking place in Toronto, the hotel brings the iconic spy’s culture to life with the ultimate Bond-lover’s package that is lavish enough for 007 himself. Shaken Not Stirred: Bond On Bay includes: • Own Toronto with a two-night stay in a sumptuous Trump Executive 30th Floor Suite, the highest views in the city - including personal Trump Attaché service.
For question #1, Sean Connery and Daniel Craig were the two favourites, with Pierce Brosnan a close runner-up.
• Access to a Continental Bentley GT for duration of stay.
For question #2 , half our respondents are planning something, some as soon as this month.
• Breakfast, lunch and dinner for two with Champagne at STOCK™ Restaurant Bar & Lounge for the duration of the stay.
For question #3, some of the Canadian hotels mentioned were: the Four Seasons Whistler, The Thompson Hotel in Toronto, The Tigh-na-mara Resort in BC, Hotel W in Montreal, Banff Springs Hotel, Chateau Lake Louise and the Chateau Frontenac. Comments: If we had had a prize for this survey, this would have been our winner! “Hello Planner: What a fun survey! Here’s my responses: 1. Sean Connery – seemed to think he was playing the most dramatic role of his career (he wasn’t). Roger Moore – played it tongue in cheek – played it for what it was – a spoof! Daniel Craig – haven’t seen his portrayal of Bond yet, so will have to reserve judgement. Pierce Brosnan – liked him the best, easy on the eyes, young enough that you could almost believe he could run a mile without heaving and jump across a canyon without breaking a limb. 2. A Bond themed event – never thought of it, but sounds like a great idea – (come as your favourite villain – remember Blofeld, Jaws/Metal Mouth, Grace Jones? or favourite Bond Girl – Jinx, Pussy Galore, Domino?) drinks like a Q Collins, Rum and Moneypenny, 007 hors d’oeuvres MI5 cocktails. 3. Oh come on! If I were booking James Bond at a hotel in Toronto, it would have to be The Bond Place on Dundas Street East. But if they were booked, The Pantages, the Cosmopolitan or Le Germain might do.
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PLANNER
The
• Admission for two to the exhibition “Designing 007: Fifty Years of Bond Style” and two movie passes to a Bond film at TIFF Bell Lightbox, as well return limousine service. • Designer cocktail dress and Hugo Boss tuxedo are yours to keep, with private fitting at The Room, courtesy of The Hudson’s Bay Company. • Spa experience at Quartz Crystal Spa™ that includes a couples massage, hair and makeup for her and manicure for him. • Martini “Shaken not Stirred” lesson at Suits Lobby Lounge. • In-room bespoke chocolate from the Chocolate Lab at STOCK Restaurant Bar & Lounge, as well as complimentary fruit and cigar box. • Book from Oct. 31, 2012 to Jan. 20, 2013. Promo Code: PKG007. Certain terms and conditions apply. • Package Cost: $17,007. For reservations, call (855) 88-TRUMP (87867) or visit www.TrumpTorontoHotel.com.
Volume 10, No. 7