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Two Canadian hotels are ranked among the top 100 worldwide The Post Hotel & Spa in Lake Louise, Alberta was recently ranked 32nd on the top 100 Best Hotels Worldwide, according to Travel & Leisure. The Auberge Saint-Antoine, located in the Old Port of Québec, offers 94 rooms and suites and was ranked 84th on the same list.
Star-filled ratings It might be written in the stars, but does it matter how many stars there are? Different rating services judge hotels using different criteria, so booking sites such as Travelocity Expedia, Mobil and AAA (or CAA in Canada) may give the same lodging different ratings. This can lead to varying results when you actually show up at a hotel.
Oh Suzanna! Suzanne Cinq-Mars, Corporate Director of Sales for Metropolitan Hotels, reveals how an independent hotel’s regional sales team can become a meeting planner’s best reason to celebrate. Interview by Joseph Schmau Suzanne, you were born and raised in New Jersey. So I have to ask… is Jersey really like how we see it on HBO’s famous TV series, The Sopranos? Let’s just say that growing up I always had an “uncle” to get me whatever I needed. Thankfully for my team at the Met, however, I didn’t pick up the Jersey fondness for velour track suits. Ouch. I thank you as well. I understand you have an extensive background with chain hotels and the hospitality industry at large, both in
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Travelers booking a three-star hotel on Expedia.com can expect a restaurant, gift shop and a business center. Orbitz, meanwhile, looks for concierge service, room service, and locations near highways and office complexes. Mobil Travel Guide emphasizes service over amenities and has strict requirements regarding the physical attributes of hotels such as having four or more wellpositioned light sources and closets with at least six removable hangars. Travelocity also incorporates a customer-opinion system to complement its professional ratings. Orbitz recently added customer reviews on its site and AAA plans to make them available soon. And while it is true some reviews are fabricated, real guests will reveal if a restaurant is overpriced or if the maid service was bad. The bottom line: Use the ratings as a guide. And if you have a specific need, such as high-speed Internet access, contact the hotel directly before booking online.
the U.S. and here in Canada. So why choose an independent like the Met as a place to build a regional sales team? For me it was obvious. Since the Met is an independent hotel with multiple properties, I’ve been able to staff my sales team with true entrepreneurs. They are talented, innovative and organized self-starters. Best of all, each has been able to adapt the Met’s sales approach to their own personality… give it their own unique flavour. Tell me more about your team’s approach to sales. Do your salespeople often make offers a client can’t refuse? More like offers they’d be crazy to refuse. At the Met we give our regional sales team tremendous freedom to support their clients in whatever way they see fit. Simply put, they are fully empowered. From decision-making during negotiations, to the ability to step outside of hotel processes, if it means a more successful meeting for our client. The meeting planners we work with greatly value that level of support, flexibility and speed in turnaround. Sounds like the ideal job for anyone interested in hotel sales. What’s the catch?
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VIA Rail introduces new spa route in Ontario VIA Rail has partnered with Premier Spas of Ontario to introduce the new Spa Train Route. Passengers can travel in comfort en route to the peaceful spa treatments that await them at one of the 18 quality-assured Premier Spa destinations along the route. Each of the participating Premier Spas offers packages that include train travel and shuttle transportation to and from the nearest VIA Rail station. On the Web: www.viarail.ca/spatrain In other VIA news, the company’s President and Chief Executive Officer Paul Coté recently trumpeted the company’s 98 percent customer satisfaction rating in a 2006 Commerce-Leger Marketing Survey at a Brockville, Ont. Chamber of Commerce meeting. VIA also ranked as the most admired transportation company. More than four million passengers used VIA in 2006.
Besides the velour team jackets? Just kidding. I’ll be honest, the freedom we give our team means we’re not the right hotel for every type of sales person. You have to be entrepreneurial in spirit. Self-motivated. It means you can’t float or hide in our company, but you will get credit for every success and shine like the star you are. Last question: Does the Met’s approach to regional sales really make that much of a difference to meeting planners? Is canolli heaven in a box? …The answer is yes, by the way. We always strive to make heroes out of the clients we support. And for us, their reasons to celebrate are our reasons to celebrate. It’s that simple.
For sales inquiries, contact Suzanne Cinq-Mars directly at 416.597.6327. Metropolitan Hotels (www.metropolitan.com) operates three luxury properties in Toronto and Vancouver, including the Metropolitan Toronto, the SoHo Metropolitan and the Metropolitan Vancouver. With more than 815 rooms, Metropolitan Hotels is committed to providing luxury accommodation for business and leisure travellers seeking an independent choice.
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Ed. Note
It’s all about giving t’s that time of the year again, when we start planning the Christmas Party. Over the last few years, however, the term “Christmas party”—because of its religious connotations— has been put into question. Some now call it a “year-end party,” but it’s actually more than that, isn’t it? Christmas, as we all know, is a time for giving, so the whole idea of a “Christmas Party” is to give and say thanks. A party can be held for any reason but the meaning of Christmas was and still should be about giving. Yes, it is Christ’s birthday and God supposedly gave his only son to mankind, but the most important Christian holiday is Easter (the resurrection)— no one even knows the exact day of Christ’s birth. Thinking of others once a year isn’t a lot, and it seems like an idea that should become a tradition. But wait—isn’t it already a tradition? So why do we want to get rid of it? It can’t be because we don’t want to think of giving, sharing and saying thank you, and so on. So what could it be? Not in the budget? No, that couldn’t be it. No time? That’s not it either. So why would companies want to change something that is a good tradition, the tradition of giving? You tell me. Speaking of giving, our survey this month is about encouraging Canadian companies whenever possible. Again, it’s all about giving—giving them the business so they can invest in Canada. When you buy from Canadian companies, a bigger portion of the money stays in Canada. Being very well off in this country, we might want to make sure the money stays here so that continues. A bit of a simplification I know, but I’m sure you get the bigger picture. So, as I’m fond of saying, give us your comments and suggestions—we love hearing from you. Leo Gervais
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G RAPHIC A RTIST S ALES C IRCULATION C ONTRIBUTORS
Leo Gervais lgervais@theplanner.ca Nathalie Caron ncaron@theplanner.ca Jyl Ashton Cunningham jashton@theplanner.ca Camille Lay clay@theplanner.ca Matt Riopel James Paulson jpaulson@theplanner.ca Tania Joanis, Patricia Lemus Mike Auctor, Anne Biarritz, Marjorie Brody, Lynn Byrgesen, Savika Fowsar, Pierre Geoffroy, Roblynn Hunnisett, Barry Siskind, Sharon Worsley
2105 de la Montagne, suite 100 Montreal, Quebec H3G 1Z8 Telephone: (514) 849-6841 ext. 333 Fax: (514) 284-2282 We welcome your comments: info@theplanner.ca The Planner is a monthly publication distributed to professional meeting and event planners across Canada. The Planner uses 100% recycled post-consumer paper. Poste-publication No. 40934013 4
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In this Issue 6 Getting the party right > There are many details to consider when holding a holiday party, but the basics of planning, a great venue, good food and solid entertainment never go out of style. Jyl Ashton Cunningham provides some insight.
12 The right to privacy > When gathering data at a tradeshow booth, there are several things to keep in mind regarding privacy information. Longtime columnist Barry Siskind explains what you can and cannot do, and the best way to gather the info you need for your business.
14 Common courtesies > Expert public speaker Marjorie Brody makes a compelling argument why common courtesies are every bit as important as the way we dress and the technology we use in our professional life.
16 Selecting a speaker > One of the most important aspects of a successful meeting is choosing the right speaker. Sharon Worsley takes us step by step through the process and gives valuable information about everything from how to find one to using celebrities.
20 Pandemic influenza > Being a traveller in the 21st century has become very complicated, with everything from terrorism to pandemic influenza to worry about. Dr. Pierre Geoffroy tackles the latter in detail and provides some useful tips.
21 What motivates you? > No matter how much someone else tries to inspire us, our success eventually comes down to our own self-motivation and desire. Roblynn Hunnisett discusses the 10 Intrinsic Motivators and what they mean.
24 The right caterer > What is the one thing everyone is going to mention after an event? The food. Hiring a professional caterer to assist at your function is a very wise decision, and we look at ways to hire one that meets your needs. October 07
Getting the holiday party right BY JYL ASHTON CUNNINGHAM, CMP hether planning a festive party at home for a few close friends, or organizing the company holiday party for a cast of thousands, the basic principles remain the same. Meticulous planning, a great venue, exquisite food, themed decor and suitable entertainment make all the difference between hohum and wow factors. Planning should start at least six weeks in advance, longer if a popular venue is being used – many hot spots are reserved during the summer months for December parties. However don’t despair if a venue hasn’t been selected yet for this season — there is still just enough time to find the perfect place. (Ed. Note: See the article on venues in the Toronto Venues Guide). For corporate parties, the two main geographical considerations would be to have a hotel nearby and to be easily accessible by public transit, thereby encouraging people not to drink and drive. Taxi chits should always be factored into the budget, as should event liability insurance, just in case. Hosting a party of any size inevitably involves a lot of work, so make sure that as many people as possible are engaged in the process. A company social committee will often divide up tasks, however there are many other valuable resources, all available to help set the mood and create the perfect event.
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The Caterer Everyone remembers outstanding food and what is served will probably be the main topic of conversation long after the party is over. The type of food offered depends on many things. The layout and flow of the venue, the size of the group, the budget, the theme, the time allocated to eating and the kitchen facilities available to the caterer. Food stations continue to be one of the most popular ways of showcasing menus, as guests can mingle and network more easily, plus everyone has an equal opportunity to be fed. Passed hors d’oeuvre are great for smaller groups, not so great for large ones, as there will always be the crowd that hovers around the kitchen to grab the lion’s share of whatever is on offer. Food stations take up quite a lot of room however, so be sure to factor in the additional tables when choosing the size of venue. The caterer is the expert on menu selection, however is usually open to suggestion if a particular theme is being planned. New food trends focus on taste sensations, mood enhancing scents and flavours that dance on the tongue. 6
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The caterer regularly doubles as the bar provider and party cocktails are a must for any holiday event. They look pretty, taste amazing and can contain a remarkably small amount of alcohol without anyone noticing. A perfect ice breaker, the party cocktail can be served to guests from trays as they arrive. Consider serving a hot punch or apple cider - the heady scent of cloves and warmed fruit is quite sensual and exotic. Serve from silver samovars available from most good rental companies. An exotic coloured cocktail, such as a Mediterranean Blue (Blue Curacao, Pernod and 7-Up or Club Soda) is bound to be a hit and anything with cranberry juice is the perfect holiday drink, especially when mixed with orange or lemon liqueur and a dash of ginger ale.
The Designer A good designer is a great asset to any event, with the expertise to transform spaces with creativity and flair, either by using concept décor, accent décor or full theming. Concept décor works with pre-determined colours, neutral furniture and intelligent lighting, complementing what is already there; accent décor basically jazzes up a space and full theming takes the conference or event theme and reinvents the venue entirely. With design, absolutely anything is possible; it all comes down to money. Décor often seems to be the budget item that many corporations consider to be an unnecessary expense. If there is truly no money available for design, try some of the following low cost tips: • Select a venue that has its own theming or beautiful décor and build the rest of the evening around it with food, drinks and entertainment to complement the setting. • Encourage guests to dress in keeping with the event space, so that in effect they become the unsuspecting décor. • Have the caterer display the food artistically and at different heights. Explain that you need buffet décor to be included in the food budget. • Hotels often have store cupboards filled with interesting accent décor – ask to see what is available for use. • If a DJ is hired, ask if they have moving lights included in the cost or at a nominal fee. • Use beads, tinsel, baubles and other low-cost ornaments on chair backs and draped on tables. • Use take-away gifts as creative centrepieces. • Place candles set on top of rose quartz gravel (obtained from any garden centre for a very reasonable price) in tall vases. The glitter from the stones reflects any light that bounces off it.
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Using knowledgeable suppliers is a key to success • Design artistic name badges — use eclectic brooches or flat holiday decorations (the bigger the better) from a dollar store and write the names on in glitter pen. • Use lighting and audiovisuals as décor.
The Audiovisual/Lighting Supplier Nothing sets the mood of any party quite like ambient lighting. Combine a selection of LED multi coloured computerized lights with roving gobos, lasers and colour washing, and the effects can be dazzling within a broad cost spectrum. Many nightclubs include their house lighting effects in the cost of venue rental. Audiovisuals can include projected holiday greetings, film clips and corporate logos on giant screens or white backdrops, designed to promote event sponsors, the company brand or the latest product. It’s a great way of acknowledging those responsible for paying the bills and holiday bonuses.
The Entertainment Entertainment can make or break an event. The key is to determine how much or how little entertainment is actually needed. For a holiday party, it’s safe to say that the majority of guests prefer to network, catch up with colleagues who may have come in from another branch or even another city and enjoy some down time. A DJ is often the perfect answer, with music for every taste and age group. However if the event calls for more structure, for example at a sit down dinner, a comedian or musical act would also be a good plan, for maximum forty minutes after dinner and presentations, followed by dancing. Interactive entertainment continues to be popular, with hand writing analysts, crystal skin painting, strolling magicians, caricaturists and fortune tellers each providing their own touch of originality to the event with the increasing demand for a new and exciting take on a tried and tested formula.
ing on their originally designed function and transformed by the artfully displayed food. The more creative the menu is, the more resourceful the rental company has to be and most rise splendidly to the challenge. A planner who engages any or all of the above suppliers from the outset will be guaranteed a successful event. Suppliers are all experts in their chosen field and know exactly how to produce the best outcome within budget. Most suppliers have the objective of making their clients look good from behind the scenes, with the planner being front and centre, a little like an orchestra conductor. The guests are treated to an unforgettable experience, probably after a long day at work, which Peter Carruthers, Owner of Presidential Gourmet sums up to perfection (and practices what he preaches with his entire team). “After all, the premise behind hospitality is to remove stress. Basically, you want your guests to feel embraced, welcomed, and relaxed,” says Carruthers. And what better mood enhancer is there than a room full of contented guests? Have a fabulous holiday event! Jyl Ashton Cunningham, CMP, is an independent meeting and special event planner based in Oakville, Ontario, and associate editor of The Planner. Jyl welcomes your comments and can be reached at: jashton@theplanner.ca or info@jaacevents.com.
The Rental Company Today, rental companies offer so much more than coffee machines, standard dishes, glasses and coat racks. Exquisite serving platters, multi dimensional table top food stands, self contained “à la minute” stations, fabulous linens, chair covers and accent décor pieces all provide the perfect finishing touches to a successful holiday event such as the ever popular “grazing” stations where all the food is bite-sized and plates and forks now come in tiny elegant designs. Glass bathroom tiles and espresso cups are the new plate — pressed into service as are Asian soup spoons, shooter and martini glasses, expandOctober 07
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There are ways to hold a party that pleases everyone CONTINUED FROM PAGE 1
Although the traditional office party sometimes has the reputation of causing problems, the fact is that the vast majority are quite enjoyable, with no issues at all. Small business office parties also tend to be more friendly as the staff will know each other better than if they were in a large organization. The majority of office parties take place in the run up to Christmas, but the process of organizing a successful office party is basically the same at any time of year. If it is too late for a party this year, then consider one in the New Year, when prices drop for party supplies. Here are some tips to consider for your next office party to ensure a good time is had by all: 1. Responsibility. It is important to know that the employer may be held responsible for the actions of all employees at parties, so plan for and deal with any foreseeable problems e.g. driving under the influence. 2. Time and place. Try to pick a date that is convenient for everyone, and plan way ahead if you can so people can fit the date into their schedules. You need to look for any holidays, and try to avoid them clashing with
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the party. Bookings at most venues will be several months in advance for Christmas or Holiday parties. If employees need to go home and get ready, allow sufficient time, say three hours, after the close of business. If your business operates 24 hours a day, or late in the evenings, you need to plan how you will cover work that needs to be done during the party. Make sure that the location of your party is accessible; booking a venue 15 miles away from the workplace could be irritating for employees who live in the other direction, especially if they are paying for taxi fares. If your party does not cater to disabled employees, it could be considered a form of discrimination. Make sure all employees will have access to the venue. 3. Entertainment. Every party needs some entertainment, and there are four main types that are common for office parties: DeeJay, bands, CDs and office talent. Cost is always a factor, but for the latter, many employers are unaware of the potential talent of some of their employees. They may be musicians or singers in a band outside of work or perhaps a Deejay in a club. It is always worth asking, as you may be able to save money without losing out on entertainment. — Leo Gervais
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Industry News
Use your cell phone as a... projector? The revolution we have seen in the last 15 years in cell phones is truly remarkable. Remember when cell phones were the size of small loaves of bread and only lawyers and contractors could afford them? Today, cell phones can play video (as long as you don’t mind watching on a 3” LCD). But now, a supplier of wearable displays for the U.S. Army wants to change that notion.
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This past summer, Redmond, Wash.-based Microvision signed a deal with Motorola to develop a built-in projector for mobile devices. The result: the PicoP, a gadget about the size of a Thin Mint that can project a highresolution, television-screen size image on any surface— flat or curved—from a cellphone, allowing business users to give the “ultimate elevator pitch presentation.” The plug-in version, for smartphones, will be available by the end of 2007. Phones embedded with PicoPs should be available by 2009. On the Web: www.microvision.com
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Ed. note: This excerpt is from The Pocket Encyclopedia of Aggravation by Laura Lee. erry Xmas. It’s meant as a holiday greeting, but to many, the “X” is a big irritant. Some dislike it because it’s inelegant and not the way people speak. Others find it aggravating for religious reasons. “Since someone mentioned using ‘Xmas’ is taking the ‘Christ’ out of Christmas, I have never written ‘Xmas,’” wrote a Calgary Sun reader. “Maybe a weird little hangup, but working in reverse, every time I see the word ‘Xmas’ it’s a little reminder to me that Christ belongs in Christmas!” It may seem that Xmas is a symbol of our modern, secularized, commercialized, “I wanna Power Ranger” Christmas. Xmas, however, dates back to the 16th century. The X is a stand in for the Greek letter chi, which resembles our X. The name of Christ in Greek was Xristos, thus chi represented Christ. Its shape was also reminiscent of the cross. For these two reasons, Chi was used regularly in religious contexts. The Ninth-century Book of Kells contains a lavishly decorated chi-rho page. In the Sixteenth century, the use of Xmas spread throughout Europe along with such words as “Xren” for “christen” and “Xtian” for “Christian.” Christians of that time would, therefore, immediately recognize the “Christ” in “Xmas.” We no longer do. Xmas is easier to fit into headlines and advertisements, however, which contributes to the modern perception that it is an attempt to secularize the holiday. As for that other winter holiday spelling problem— Hanukkah, Hanuka, Chanukah... which is it? The answer is, it depends. Hanukkah is translated from Hebrew, which has a different alphabet.
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When linguists translate from a language that has a different set of characters, they try to approximate the sound with the letters of the second language as best they can. Hannukah literally means “dedication.” It refers to the rededication of the Temple in Jerusalem after it had been defiled by the Syrians. The first letter of the word in the Hebrew het, which is pronounced like the “ch” in the Scottish word loch. German, and thus the German-influenced Yiddish, pronounce the “ch” similarly, unlike in English where we would tend to see “ch” and pronounce it as in “chalk.” Originally, the name of the holiday was transcribed Chanukkah. Because English speakers tended to pronounce Chanukkah incorrectly, the spelling evolved to begin with “H” which is a better English approximation. We still don’t pronounce it quite right, but at least we get closer than when we try to pronounce it with a “Ch.” As for the middle of the word and the one K or two question—Hebrew has two letters that correspond to our K, kaf and kof. Hanukkah uses kaf, which has a stronger “k” sound. For that reason, it is often translated as a double K, but there aren’t many words with two Ks in English, thus, the double K doesn’t convey much meaning to us and it is often dropped. As for the “h” at the end, it doesn’t change the sound of “ah” and it is sometimes dropped. The most frequent variations you will see are Hanukkah or Chanukah. ••• Reprinted with permission from The Pocket Encyclopedia of Aggravation by Laura Lee, originally published by Black Dog & Leventhal Publishers. On the Web: www.bdlev.com/ Price on www.amazon.com: US$10.
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The right to privacy BY BARRY SISKIND athering information at your booth helps reveal your visitor’s unique perspective, agenda and interest as well as how closely they fit into the customer profile you created before the show. This information lets you know how to present meaningful information to the visitor. But, there is one more piece of information you must get. During the past few years, the right to privacy has become a key issue. Governments, private corporations and professionals all deal with people who feel increasingly encroached upon and are more guarded about their personal information. Now more than ever, people realize that there is simply too much information that can fall into the hands of the wrong people. Yet in order to do your job well and to mount an effective postshow follow-up campaign you need access to this vital information. Herein lies your dilemma. The intent of privacy legislation is to limit a vendor’s ability to collect information and to use it without permission from the individual. For the trade show exhibitor it means that information gathered with draws, registrations, door prizes or at the booth must be handled in accordance with current privacy regulations. Exhibitors need to be diligent in getting permission to followup. Yet the process does not have to be difficult. It just takes a bit of planning. In most cases all you have to do is ask. If your visitors allow you to collect personal information and know what your intentions are, you can add them to your follow-up plans. If they say no, then you can’t. It’s as simple as that. When you are conducting a draw, add one more lines to your ballot such as “Would you like one of our representatives to call you to discuss the benefits of our new product?” Or, “Can we notify you about our upcoming events?” If you have an in-booth activity such as a game, demonstration or seminar, have your visitors fill out a registration form that asks, “Would you like to be notified when we have product specials?” or, “Can we pass your information along to our dealer representative for followup?” When you are wrapping up your discussion with a visitor ask, “Would you like to receive our quarterly newsletter?” Or, “Can we give you a call to follow-up next week?” Privacy legislation will change depending on what country you choose to exhibit. Make sure you know how the local privacy laws read, understand your restrictions and then ask permission. If you don’t ask, the monetary fines can be stiff and the bad will you create can be daunting. So, take advantage of the opportunity you have at a show when you are working face to face with your clients. It’s a whole lot easier to ask permission when they are in front of you than trying to get it later.
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The “Canadian” Survey All things being equal, do you look for Canadian suppliers first? Yes: 89.9% No: 10.1%
When dealing with hotels, do you ask for Canadian products by name? Canadian beer Yes: 60% No: 40%
Comments from planners: “It is not always feasible, but it is good to try first.”
Canadian wines Yes: 25% No: 75%
“Whenever feasible.” “Buy Canadian, support Canadian companies.”
Do you feel Canadians encourage Canadian companies enough? Yes: 25% No: 75% Comments from planners: “As a planner, you need to make yourself aware of the choices and ask when organizing an event.”
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Canadian mineral waters Yes: 50% No: 50% Comments from planners: “I ask for plain water jugs, never mineral.” “Don’t drink mineral water much. Beer/wine try to support the smaller brewers and vineyards.”
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Yes... common courtesies do count! BY MARJORIE BRODY, CSP, PCC, CPAE SPEAKER HALL OF FAME
losing business and/or others’ respect), keep in mind the following five areas of common courtesies.
rofessional presence—including proper wardrobe, grooming and body language—and appropriate use of current communication technologies (cell phones, text messaging, e-mails, voice-mail, etc.), are important factors to successful business relationships. What is often overlooked? Common courtesies— which, unfortunately, aren’t so common anymore. If you truly want to delight your clients, and work more efficiently with colleagues, it is essential you pay attention to some common courtesies. Although not rocket science or technically exciting, they do make a difference in the relationships meetings planners create and the impressions they make—not to mention make or break a deal. Here’s a perfect example of what I mean: A study was done by a British recruiting firm of 1,000 office workers, which would probably yield the same results if done in America. Respondents were asked what irritated them about their coworkers. • 6 out of 10 said their colleagues never said “good morning” to them • 8 out 10 said coworkers leave cell phones on during meetings • 3 out of 4 complained that others failed to add paper to the tray or fix jams with the photocopier, printer or fax machine • 3 out of 10 said their colleagues left messes in the office kitchen area
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Manners 101 Yes, we all learned these basic manners pointers from our parents when we were growing up. But, as statistics seem to indicate, we all sure could use a refresher course! • Say “please” and “thank you”, “hello” and “goodbye” —it sounds so simple, but I can’t tell you how many people take this one for granted. Do it! • Smile and look interested in others... and listen. • Open doors for others (regardless of gender). • Look at people when you talk to them. • Introduce yourself and others. • Be helpful. • Respect others’ time. • Compliment people. • Write thank-you notes. • Do what you say you will do.
Remember... business casual does not mean sloppy
There’s no question that not practicing these and other common courtesies can have telling consequences on business relationships. The Research Institute of America reported that 96 percent of customers never complain about discourteous professionals, but 91 percent specifically decide not to do business with companies who have in some way offended them. Sometimes, professionals are not even aware that something that they said or did was offensive. After all, I doubt that anyone got out of bed this morning, and thought to themselves, “Today’s the day I’m going to be rude and offend my clients and colleagues!” Still, to avoid becoming one of these statistics (and 14
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Professional Appearance The old maxim that, “You never get a second chance to make a good first impression” is certainly true when it comes to business relationships. So, meeting planners need to remember these pointers: • Business casual doesn’t mean sloppy; remember that your clothing creates an impression. • Don’t wear cologne that is too strong (if someone compliments you at 3 p.m., it was clearly too powerful at 9 a.m.). • Grooming counts—be clean and neat. • Don’t chew gum in public. Remember, too, that your body language sends a message—so what is yours saying about you? Remember to smile, have eye contact and good posture. Don’t cross your arms or point fingers at others during conversations or presentations—unless your gestures are relevant to the subject matter.
Verbal Reminders What we say, and where we say it, are also critical to common courtesies.
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The proper use of technology is considered a courtesy • Be aware of slang and avoid foul language. • Explain acronyms and jargon—not everyone understands it even in the meeting industry. • Avoid sarcasm. • Don’t use power robbers (“I hope,” “I guess,” “maybe,” “probably”). They undercut credibility. • Be careful where you hold conversations (elevators, hallways, restaurants, airplanes, taxis, etc.). The walls sometimes DO have “ears.”
Meeting Manners You would think among planners this aspect of common courtesies is a “no brainer.” I can safely say, “Think again.” Unfortunately, no industry professional is immune to making etiquette gaffes while at meetings.
So … • Make sure the equipment works, and that there is backup if something goes wrong. • Be prepared—have the right products at hand, know your client’s preferences and what worked before. • Don’t hold sidebar conversations. • Turn off your cell phone, and put pagers on vibrate. • Don’t use your PDA to send and/or read text messages.
Communication Technologies We live in a wired world. Don’t let it trip you up— proper use of the various modes of communication is critical to success in any business. Here are some behavior tips for the eight primary ways we communicate: • Cell phones—As previously indicated, they shouldn’t be used in public areas. Also, never disrupt the service you are performing, or a meeting you are attending, to take a call. Either excuse yourself, or let it go to voice-mail. If you’re expecting a critical call, however, make sure the person you are with knows you may be interrupted. • Pagers/beepers—Always put them on vibrate, and don’t check private or confidential information in front of others. • E-mail—Remember, these are not private (and even when deleted, can be easily retrieved by any competent IT person), check your spelling, keep messages short, and always use subject lines. • Faxes—When faxing information to hotels where your client is staying, cover up any names and other confidential information. Or, better yet, don’t send confidential information this way – you never know who’s picking up the fax first. October 07
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• Speaker phones – Remember, people who don’t pick up their phones are seen as arrogant. So, don’t use speaker phone unless it’s a conference call. Always let others know who is in the room if you use speaker phone due to multiple parties being present. • Voice mail – Keep your own message short and change it regularly so people know when to reach you. When leaving a message elsewhere, say your name and phone number slowly at the beginning -- and end -- of all messages. • Telephone – Always put a smile on your face and nothing in your mouth – never chew gum or eat food. Remember, no one likes to be put on hold. If you do need to find information, ask the caller’s permission, and whether he or she would rather be called back. Remember, these guidelines will help you serve your customers and build stronger relationships. Courtesy does count, and will set you apart from others. Marjorie Brody, CSP, PCC, CPAE Speaker Hall of Fame, is an author, sought-after public speaker, and coach to Fortune 1,000 executives. She is a global authority in helping successful business leaders identify their strategies and enhance their skills for career success. Marjorie spoke at the 2006 WEC, and this year’s PEC-NA, where she delivered a program covering many of the business etiquette topics in this article. To contact Marjorie as a speaker, trainer or coach, call 800726-7936, or visit www.MarjorieBrody.com.
How to work with artists BY ELSIE MORIN ooking entertainment requires thought and planning. You can work directly with artists or through entertainment agencies. The only advantage to working directly with an artist is that there will be no commissions to pay. However, with an agency you will save time as you will not have to do the research and the agency knows the artists’ routines and will be able to advise you based on your audience. Contract: Every entertainer you hire must have a contract, starting with the names of the parties entering into agreement, to the billing and payment terms, a cancellation clause and the date of the event, as well as the following points: Technical needs and installation schedule: It is the artist’s responsibility to send you their technical needs. Always ask for these before you sign with an artist as those needs can sometimes be expensive and are over and above what the artist will be charging you.
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Selecting the right speaker every time BY SHARON WORSLEY o you have been asked by your boss or perhaps a client to assist in finding the right speaker/s for an upcoming meeting or event. According to The National Speakers Association, not only is selecting the right speaker one of the most important elements in ensuring a successful meeting but with so many speakers available in the market today offering a wide variety of topics and price range, you may find the task somewhat overwhelming. There are a few first steps that should be considered before making that decision or suggesting your ‘picks’ to the decision makers involved.
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Objective in hiring the speaker Establishing objectives on why a speaker is required will assist you in streamlining your search, as you will be able to better pinpoint the type of speaker required. For instance, is this a sales meeting with mid- to seniorlevel staff that might need some brushing up on current sales strategies? If so, then you would be looking for a very different speaker than if you were to book someone for a large medical group that was looking for industry updates. Are the participants expected to walk away from listening to the speaker feeling more motivated, having been entertained, to be more informed or are they expected to take some action? This will assist in selecting the type of speaker to match both the audience and the expectation of the decision makers.
word of mouth promotion can be—just think of the types of foods you eat, the stores you shop in and the TV shows you watch. Many of these things were initially brought to your attention via word of mouth exchanges. So why not consider using this method as part of your search for that ‘perfect’ speaker? Whether you belong to an association such as MPI, SITE, or CSPEP or not, you will find that there is a wealth of information to be found in interviewing other meeting planners and asking for their recommendations. Meeting planners are usually very open to express their opinion in this regard. Many speakers produce high-quality, glossy brochures and impressive videos but you want to make sure that they deliver on your objectives. By asking other meeting planners you may be saved from booking a speaker that is not right for your group. However, make sure that when you get those important testimonials that you also find out what type of group the speaker was in front of. If your group is made up predominantly of CEOs looking for cutting edge leadership ideas and you receive an outstanding recommendation for a speaker that was booked to deliver a talk to college students, there will be a possible conflict in the outcome. Does the speaker have the background and experience to relate to your group? They may seem very knowledgeable and engaging when you speak to them, but will this translate to your audience when they are on a podium? I have heard horror stories from meeting planners who thought they had the right fit because the speaker seemed to have all the right answers before the event, but bombed when they showed up to give their presentation.
Does the speaker have the background and experience to relate to your group?
Different types of speakers
How to find the right speaker for your event/meeting Today, a planner has a variety of methods to locate a host of speakers for consideration, including surfing the Internet for individual speaker sites, specialty websites dedicated to profiling various speakers, speakers bureaus, promotional mailings sent by both the speaker and bureaus, videos, etc. One often forgotten method is word of mouth. We already know how powerful 16
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Remember too that there are different types of speakers ranging from keynoters to speakers who deliver breakout (concurrent) sessions to those that are more trainer than speaker. Don’t think that just because someone provides excellent material in one area that they will automatically be able to deliver the style required in another. There is a big difference between a keynoter at $5,000 per speech and someone giving a breakout session that is paid $1,500.
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Listeners need to relate Working with artists Both are expected to have great presentation skills, but the keynoter should also be expected to exhibit an elusive ‘presence’ in their style and delivery.
Do you want a celebrity speaker? While many celebrities have joined the ranks of motivational and industry expert speakers, ask yourself if a celebrity is the best person to get the job done. As a former meeting planner myself, I have personally sat in audiences before as a participant and not the meeting planner to listen to mountain climbers, Olympic athletes, politicians and entertainment personalities. After they had spoken about their experiences, I heard comments from people surrounding me about how they could not relate to anything that was said. What a waste of expectation and dollars to have a speech delivered and most of the audience question how they can apply any of the points raised. This really came home to me when I once listened to an Olympic silver medalist deliver what seemed like a very entertaining story about their quest to one day stand on the medals podium, but then I heard everyone at my table comment that they couldn’t find anything useful to use in their ‘real everyday’ life. To obtain 10 top tips on finding the right speaker, check out the National Speakers Association website at: www.nsaspeaker.org/find_speaker/tips.shtml. Here you will find ideas on how to interview prospective speakers, what to get in writing when contracting with a speaker and how to successfully work with your speaker. ••• Sharon Worsley, CEO of Live With Intent, is a personal leadership coach and motivational speaker. Her signature keynote ‘Live By Choice, Not By Chance’ assists individuals and organizations to become clear on how they can ensure the quality of their life or organization. Sharon can be reached at: sharon@livewithintent.com.
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Also, make sure that the venue can accommodate these requirements. For example, Les Oiseaux du Paradis need a minimum ceiling height of 12 feet. Make sure the lighting and the sound are installed and programmed before the artist arrives. Sometimes the artist is ready to rehearse but the technical team isn't and that can start the relationship off on the wrong foot. Always ask if the artist will be providing his own technician. Review the technical requirements of the artist as all their requests are an important consideration before signing them up. Rehearsals: Scheduling adequate rehearsal time is an art in itself. In a very short period of time, staging, décor and so on need to be loaded in, installed and rehearsal time allocated. The on-site technical team needs to know the performance and rehearse it. It is also wise not to schedule an artist after a band’s sound check as they can run late. Musicians often need extra time and this will keep other artists waiting. Allow the artists the time they require; rehearsals should always be finished at least 90 minutes before the event, as some time should be allocated for them to rest, warm up and get ready. Facilities: –The green room: Ideally, this is a private room with a mirror, table, chairs, towels, iron and ironing board, bottled water and fresh fruit plate or any other type of food requested by the artist in which they can go before and after they entertain. Following the performance, a hot meal should be served to the performers. Artists usually eat little before a performance, so advise the caterer to keep extra meals in the warmer. Keep in mind everyone has an ego, so planning is the key for everyone to shine. Elsie Morin is a producer of exceptional shows worldwide for corporate and private events. You can reach her at elsie@lodp.biz or (514) 836-2133 or www.lodp.ca.
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Party pitfalls to ponder and prevent BY JYL ASHTON CUNNINGHAM, CMP
Watch the alcohol consumption
Faux pas to avoid at the holiday party e’ve all been there, seen it and possibly done it: Attended or hosted a really bad party where nothing went as planned and everything that could go wrong did. Heed the advice of those who have learned from experience (often the hard way) and follow the simple rules outlined below.
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Stay within budget Sounds obvious, but the holiday party is often an occasion where a planner mistakenly assumes that more money will be available for unanticipated expenses, being the season of good will. Not so. In fact, the opposite is nearly always the case – the holiday party is usually the casualty of each department’s over-spending throughout the year and budgets may be leaner than expected. Going over budget will reduce a planner’s credibility and may also damage the possibility of future corporate social events.
Never promise what hasn’t been researched It’s so easy to be caught up by enthusiasm and creativity that before long the mouth takes over from the brain and is offering whatever it will take to orchestrate the perfect event. Only to find that the promised items are out of stock and won’t be available for six weeks – way after the party date. Take a deep breath and concentrate on creativity without specifics. If a client asks for a particular item say, “That sounds wonderful, let me see whether it is available and I’ll get back to you.”
Only use suppliers who are experts in their field Case in point: A true story heard recently about an ice bar that couldn’t stand the September heat and melted considerably faster than the event was scheduled to last, to the embarrassment of the organizers and the venue. 18
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A planner cited a recent corporate event in a Niagara Falls hotel, where the bartenders were pouring such enormous drinks at the Host bar that several guests actually complained. Not only is a free pour practice unethical, it is very dangerous as a guest may be unaware of how much alcohol he or she has consumed, thinking that two drinks would be okay, when in fact over four units were consumed. Where possible, ask that drinks be served from optics or doughnut dispensers and only in single measures.
Decorum This is good advice for planners as well as guests. It’s hard to believe, but there are still people out there who think the holiday party is an excuse to over-imbibe, flirt with co-workers and generally be a royal pain to have around. It’s really NOT okay to act this way; it’s embarrassing for everyone who hasn’t imbibed themselves silly and in extreme cases can lead to violent and irrational behaviour. The last thing any party wants is a police presence. As the planner, just don’t drink, it’s that simple – even if the client has extended a warm invitation with wine glass in hand, politely decline. It will make any awkward decisions to be made about rowdy guests much more credible (and easy to manage). Advise onsite staff that alcohol consumption is taboo either in front of guests, or back of house. During the holiday season, AVTEC Audio Visual in Montreal gives out custom-logo breathalizers at holiday parties using their technical services which guests are encouraged to use before making the decision to drive their vehicles. Be careful not to overreact to obnoxious behaviour by any guest who is obviously intoxicated. Move him or her away from the rest of the group as quickly as possible, and speak with a calm tone, while making it clear that it is time to call it a night. Sometimes, venue staff prefer to deal with such situations, so this is something that needs to be discussed ahead of time so only the key people need to be involved should things get out of hand.
Comedy acts One planner hired a comedian for a large corporate event, and wrote into the contract that there were to be no religious or racist jokes, or any bad swear words. The contract was signed, and the comedian arrived, only to stand on stage and repeat his contract terms to the audience, followed by a stream of profanities and a couple of jokes in very bad taste, all of which raised hearty laughter.
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Think outside of the (gift) box when choosing your holiday decor The comedian did not receive the balance of his fee for breaking the contract terms, however the damage was done. Entertainment in general should be in good taste. Christmas carolers are often a hit, though it’s probably a good idea to keep religion specific songs out of the mix for multi-racial groups. Interactive entertainment such as Rock The Stars gets everyone in the mood for a party and is a great way to keep people hopping.
Corporate policy Always check with a client on corporate guidelines for social events. Rules for the type of alcohol served, policies for use of taxi chits, instructions about slow dance music and even limitations on types of seating arrangements are all points included in several major corporations’ personnel instructions, which planners should be aware of. Asking the questions ahead of time ensures that rules are followed to the letter.
Food service
Armed with the above information, planners and guests alike can enjoy wonderful parties with the minimum of holiday hassles. As with any event, forewarned is forearmed, so have a list of questions ready for clients, to avoid potential faux pas. Happy Holidays! Jyl Ashton Cunningham, CMP is an independent meeting and special event planner based in Oakville, Ontario, and Associate Editor of The Planner, Ontario. Jyl welcomes your comments and can be reached at jashton@theplanner.ca or info@jaacevents.com.
NEVER BE THE FIRST to arrive at a party or the last to go home, and never, ever be both.
Golden rule above all others – make sure there is enough food. If the caterer presents a menu, don’t assume that there will be enough of everything for each guest. Ask for quantities to be included in the contract and check them with the chef before the event starts. A party where the food runs out too soon will not be a roaring success. As a general rule, don’t serve dripping or flaky food at cocktail receptions where everybody is in their finery. Things on sticks are okay as long as there is somewhere to place the stick quickly – there is something rather unappealing about having a conversation with someone who is distractedly waving a chewed skewer around, in the hopes of it being rescued by a passing waiter. If the event is being held in a public venue, make sure all permits have been applied for, such as those required for food and alcohol service. There is a possibility of the party being shut down during a spot check for not having such permits. Food permits take about one month, alcohol ten days and gaming permits about three months.
DAVID BROWN
Décor and Design Holiday parties encompass so much more than Christmas these days that décor can be in a myriad of colours and designs. The only real error to avoid is stereotyping, so move beyond the pine trees, twinkle lights and gift-wrapped empty boxes and embrace elegance and style with rich hues and textures in linens and florals. October 07
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Avian and pandemic influenza: What the traveler should know, Pt. 2 BY PIERRE GEOFFROY reparation for an eventual influenza pandemic is no small undertaking. From the World Health Organization (WHO) to municipal, provincial and national, plans are being developed. Large and small corporations are planning emergency pandemic responses, as are myriad other institutions. The frequent traveler should have a plan as well. History tells us that a pandemic wouldn’t suddenly strike the globe overnight. Hundreds of countries in the most populated continents will not suddenly find themselves in the midst of a pandemic. We would have warning. First, the virus would be found to be greatly more transmissible among humans. Disease would reach epidemic proportions in an area before gradually further spreading beyond community and, eventually, beyond country boundaries. However, nations in Southeast Asia, where avian flu is endemic (i.e., where the disease can consistently be found) are very closely monitored by organizations such as the WHO.
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In its global pandemic preparedness plan, the WHO has elaborated a pandemic phase alert system. According to the risk of transmission to humans, the alert system has six phases. In phase 1, the interpandemic phase, no potential pandemic virus is identified. In the phase 2, a new virus, limited to animals, has been identified. In phase 3, the virus has been found to be transmitted to man in an inconsistent and sporadic fashion. This is the current phase. Following this, transmission from human to human becomes consistent (phase 4) and then significant human to human transmission occurs (phase 5). In phase 6 we are in a pandemic situation. This alert system is very important for travelers as it dictates travel policies. In phase 3, there are no limits on travel. In the next phase, people abroad on assignments might be warned to go home. In phase 5, travel may be entirely suspended. Whereas the advance from phase 3 to 4 many take years, if it happens at all, the progress from phase 4 to phase 5 may be very rapid. At that point, travelers may become stranded. Also very important for air travelers is the knowledge that enclosed and sometimes-crowded areas, such as airports and airplanes, may facilitate person-to-person transmission once the virus has become more contagious. In a phase 4 scenario, the astute traveler may wish to avoid these, especially in potentially endemic areas. Therefore, with travel in mind, the first step in planning for a pandemic is to know the phase of pandemic alert and where the virus can currently be found. Answers to these questions can be obtained on the WHO website: www.who.int/csr/outbreaknetwork/en/ where the icon AVIAN INFLUENZA can be clicked on to access the pertinent information. The Centers for Disease Control and Prevention (CDC) provides country-specific warnings and general information for travelers ( www.cdc.gov/travel ). Finally, the Canadian Health Agency, at www.phac-aspc.gc.ca/tmp-pmv/index.html, has a travel-specific site available as well. Before traveling, I advise checking one or more of these sites to learn more about what is going on where you are planning to travel. Remember, a stitch in time saves nine! In part 3 of this series, I will elaborate further on more specific details for pandemic planning. ••• Pierre Geoffroy is a family physician practicing near Toronto. In addition to his clinical activities, he is involved in medicines research and development. You can contact him at: nutritionMD@canada.com.
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We all need to discover what motivates us BY ROBLYNN HUNNISETT
“It is not a mountain we conquer, but ourselves.” — Sir Edmund Hillary First man known to have climbed Mount Everest elf-motivation is the only way for you to get out of your current situation that you may not like. Everyone is always asking for motivational speakers and asking others how they stay motivated. Others only motivate you externally – for a brief time. There are great teachers; however, if you do not understand your own self-motivators, the lesson is never truly comprehended. You need to have the inner drive to keep your momentum in achieving your goals in life. Without self-motivation, nothing else matters. What matters most is your own action. You need to create and develop your own self-motivation to bring you the enthusiasm to produce energy to pursue the dreams of your life. You need some kind of motivational drive in anything you do. At work, you may need your colleague or boss to motivate you to accomplish your task. At home, you may need your family member to share some motivational thoughts to keep you energetic in your pursuit of your dreams. They can sit with you all day trying to keep you motivated. Again, all these will be meaningless when you yourself fail to acknowledge you need lasting drive to keep your enthusiasm. This quality will separate you from the rest of the people. Most of you may be thinking that this is going to be a very daunting task, as you do not have the slightest idea of how you are going to go about this. You will be surprised how easy this can really be done. The first step is to understand your self-motivators. So what keeps you from being self-motivated? Let me tell you a secret. Are you listening? Energy Stealers! Energy Stealers snap all your motivation and affect your self-motivation. So recognize the energy stealers in your life; they come as people, procrastination, negative thinking, fear of failure or success, fear of rejection, comfort zone, self-doubt, health issues or, more than anything, you have set a limit on yourself. That is right…you do it to yourself! So how do you get energy back? You use your self-motivators to create energy to push you forward. The 10 Intrinsic Motivators are qualities, which are native, natural, true and real to our motivation? In addition, yes, there really are only 10. They are the following: need for achievement, need to acquire, need for affiliate, need to be autonomous, need to be creative, need for power, need for recognition, need for safety, need for service and the need for status. Recognize your three top self-motivators and come from that centre of uniqueness in everything you do. By understanding your self-motivators, you make your inner coach responsible and therefore accomplish the first step of success.
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••• Roblynn Hunnisett is the owner of Touchstone Event Management. You can contact her through her website: www.touchstoneevents.ca.
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Did you know... That in Canada, recent studies have shown that the average consumer spends close to $700 during the holiday season. In the U.S., the number is close to $800 and in the United Kingdom, the amount is $595.
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Industry News
Porter Airlines to fly to Mont Tremblant Mont Tremblant, Eastern North America’s No. 1 ski resort (for the eleventh consecutive year, according to the readers of Ski magazine) just got a second commercial carrier to cater to the Laurentians destination north of Montreal during the coming ski season. Porter Airlines has announced it is launching a new service from Toronto’s City Centre Airport to Mont Tremblant International Airport on Dec. 22. This follows Continental Airlines decision to fly there from its Newark Liberty International Airport hub in the New York area. “Those Porter guys are thirsty for business and aggressive,” said Serge Larivière, president of the private airstrip. “Porter shares our vision of outstanding customer service. As the premier resort airport, we know how speed, quality and first impressions affect the experience of travellers.” Porter will offer Monday, Wednesday and weekend roundtrip flights (a total of eight) to Mont Tremblant over the Dec. 22 to Jan. 6 holiday period. That will be followed by regular weekend service beginning Jan. 7 and ending March 31. Initial oneway fares start at $129. On the Web: www.flyporter.com.
Ottawa Congress Centre to be demolished Plans to replace Ottawa’s 24-year-old Congress Centre with a modern convention facility with three times the floor space have been given the green light. The cost is expected to be about $159 million, with $50 million coming from both the federal and provincial governments, and $40 million from the city. The balance would be covered by a bank loan. Part of the provincial contribution is already in place. Negotiations for the rest of the cash are not yet complete. The plan calls for the centre to close at the end of next August, with demolition to follow immediately.
Construction of the replacement building would take 25 months, with an opening on April 1, 2011. The present building has only about 70,000 square feet of rental space, and centre president Patrick Kelly said it has had to turn away “2,564 events over the last five years because we simply were not big enough.” The new facility will have a minimum of 200,000 square feet, including 100,000 square feet of continuous column-free space. On the Web: www.ottawacongress centre.com
Business travel will grow in 2008 The National Business Travel Association (NBTA) recently provided a preliminary 2008 U.S. Business Travel Overview & Cost Forecast report. The report is based primarily on a survey of 215 NBTA member travel buyers. A few of the key findings of the report: • Business travel will continue growing in 2008, though the rate of growth will level off somewhat. • Published airfares will increase 6-10 percent over 2007, published hotel rates will increase 5-7 percent and published car rental prices will increase 6-8 percent • Overall travel costs will increase 6-8 percent • 79 percent of respondents expect travel spend to increase 5-10 percent.
Did you know... A mining hole in the mountains of Bohemia produced so much silver it became the official source of coinage for the entire Holy Roman Empire. The mine was in a valley called Joachimsthal, and the coins came to have the same name: “Joachimstalers.” Over time this became shortened to “Talers” and over more time, the word “dollars” became the name for the currency that you would like to have in your pocket. SOURCE: WWW.DIDYOUKNOW.CD
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Consider Calgary for your next conference, event or meeting BY LYNN BYRGESEN estled in the foothills of the Canadian Rockies and situated at the junction of the Bow and Elbow Rivers is Calgary, a city of more than one million people. Known as a safe, clean and green city, Calgary continually strives to be a responsible leader on environmental protection. In addition to being rated as one of the cleanest cities in the world, Calgary enjoys a mild climate that enables it to be the recipient of more sunny days than any other cosmopolitan city in Canada. Calgary is also home to 8,500 hectares of park and open spaces within its city limits and more than 310 miles of walking pathways. All this comes with easy accessibility. Located 20 minutes from the heart of downtown, the Calgary International Airport is only one stop away from any major city in the world. Within the city, their windpowered light-rail transit system (LRT) – free in the downtown core – offers key point service. They make exploring easy, whatever the weather, with their Plus15 system of raised and covered pedestrian walkways linking major hotels and convention facilities.
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Calgary has established itself as a competitive destination for the value, services and activities it incorporates into every association meeting or major international conference. Located within the downtown core, the Calgary TELUS Convention Centre offers 132,000 sq. ft. of combined meeting space. Within walking distance, the Round-Up Centre at Calgary Stampede Park boasts over 300,000 sq. ft. of meeting space. Our downtown guestroom count stands at over 4,000 rooms (among a total of over 11,000 rooms across the city) and over 6,000 restaurants. And remember, there is no provincial sales tax in Alberta. For more information, please contact Tourism Calgary: Toll Free 1 800 661-1678 or www.tourismcalgary.com.
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On the Web: www.theplanner.ca
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Finding the right caterer pays off BY LEO GERVAIS
iring a professional caterer makes a lot of sense, for a number of reasons. What is the one thing most people talk about when they go to an event? The food. But don’t assume that the caterer will take care of everything—you need to set up a meeting and provide a written list of your requirements. A good caterer will anticipate most of your needs, and probably a few you haven’t thought of. Scott Hardiman of Catering By George! suggests the following checklist when looking for someone to cater your event: 1. Style of event, the venue, the menu, number of guests, the schedule A good caterer will always visit the venue if he hasn’t been there before, and will adjust accordingly if he hasn’t. He’ll need to know about what type of kitchen is available, the access to water and sinks, and the waste disposal. He knows what menu is appropriate for a wedding, cocktail, or bar mitzvah, and when to serve the drinks and food to keep the event moving along for the number of guests you will have.
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2. Electrical requirements, lights, fans, refrigeration The caterer needs to verify all these things are in order to do his job properly. 3. Type of table service, waiters per table, uniforms For French service, waiters serve each guest individually from a tray held by another waiter. Other services include Russian and plated. The type of service you use depends on your budget and the event but all the waiters should be dressed the same—it looks more professional, says Scott, whose employees always wear tuxedoes.
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4. Beverage bar Paid or open bar? Your caterer will explain the pros and cons for both and provide suggestions on serving wine at tables and for toasts. 5. Floral centerpieces, type of china and glasses, cutlery, table linens The elements of the décor and table setting are crucial, and the caterer should be able to provide assistance here. Scott works with a designer who specializes in floral arrangements and he likes to go with the customer to the showroom to see different styles and patterns to help them decide. 6. Meals for the band, crew, and others Don’t assume the caterer will prepare food for these people. Be sure to get in writing what he will be serving the other suppliers at the event if you want him to do so. 7. Access time, load in/load out The caterer needs to know when he will have access to the facilities, and exactly what time he will have to have everything out by. Some locations have early load out times. Here are a few often-overlooked items to consider: • Changing room: Where do the staff/band get dressed? • Vehicle parking: Valet is always a good option if possible. • Coat check: Don’t get caught without one. • Name tags: Usually handled by the client. • Payment: Caterers usually require 50 percent up front. If you follow this basic checklist, your event should be memorable and well planned. On the Web: www.bygeorge.ca.
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Keeping Europe within reach Some of our readers may remember the popular travel guide Europe on $10 a day. In the 1970s, this little tome offered useful tips on how to stretch your dollars as you made your way through the Alps or adventured around the Mediterranean. You would be hard pressed to live on $10 a day now, but here are some excellent ways you can maximize your money: 1. Airfare bargains: Sign up for automated fare alerts with Expedia, Travelocity and Orbitz. If price is more of a consideration than your destination, email alerts from Travelzoo.com or Airfarewatchdog.com can provide info on deals from your home city. 2. Try budget airlines: No frills carriers like Ryanair often have great deals between European cities. For example, this past summer Ryanair had flights to Brussels, Pisa and Dublin from London for 10 euros ($14.35). Word to the wise: Travel light as these airlines may charge for checked luggage or bags exceeding specified limits. 3. Watch the bank fees. Check with your bank and credit card issuers to find out what fees they charge for purchases or ATM withdrawals. Bankrate.com posts a list of what some major banks typically charge. 4. Save on telephone fees. Use Skype or another Internet telephone service — they charge about 3 cents per call.
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Sudoku Sponsored by the GOUVERNEUR HÔTELS
Fill each square with a number from 1 to 9 so that every number appears only once in each row, column and cell.
Have fun!
SOME SUDOKU RESOURCES ON THE WEB: • www.websudoku.com •www.sudoweb.com •www.dailysudoku.com •www.sudokupuzz.com
LEVEL: EASY LEVEL: INTERMEDIATE
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Hotel News
$5.25 million in products and services — and Ritz employees volunteered more than 100,000 hours — to causes such as hunger and poverty relief, education and conservation. On the Web: www.ritzcarlton.com
Montreal’s Ritz-Carlton Hotel has long been a landmark in the city’s famous Golden Square Mile district.
HILTON EXPANDS DOUBLETREE OPERATIONS
Photo Matt Riopel
PUTTIN’ ON THE RITZ FOR A COOL $100M It’s almost 100 years old, Elizabeth Taylor was married there, heads of state have stayed there and now it is getting a facelift. The Ritz-Carlton Montreal, the oldest luxury hotel in the city, will be undergoing a redevelopment representing an investment of $100 million. The makeover will include a complete renovation of the hotel and development of some 35 luxury condominiums and 15 condo suites. The Honourable Fernand Roberge, a former president of the hotel who has 40 years experience in the hotel industry, has been named chair of the company’s advisory committee. Roberge will act as a special advisor to management for the development and revitalization of the famous landmark hotel. • In related news, the Ritz-Carlton and Embassy Suites ranked highest in guest satisfaction among luxury and upscale hotel chains, respectively, in the latest lodging survey from J.D. Power and Associates. The annual North America Hotel Guest Satisfaction Study measures seven key areas: reservations, checkin/check-out, guest room, food and beverage, hotel services, hotel facilities and costs and fees. The survey also found that when people are aware of hotels’ so-called green programs, 73 percent of hotel guests said they participate. The most frequently mentioned problem in the survey, by more than 1 in 5 guests who stayed at a luxury hotel, was a problem with staff service. • Finally, The Ritz-Carlton Hotel Co. has launched Meaningful Meetings, a way for groups to give back to the community. For bookings of 10 or more nights made by Dec. 31 at any of the chain’s U.S., Canadian or Caribbean properties for any events taking place by Dec. 31, 2008, Ritz-Carlton will donate five percent of the total room revenue to a charity of the group’s choice. The hotel company will also donate an additional five percent, in the group’s name, to the Ritz-Carlton Community Footprints Fund. In 2006, the fund donated 28
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Hilton Hotels Corporation continued the expansion of its upscale Doubletree hotel collection with the signing of a franchise agreement with G&W Hotel Invest Srl. to introduce the Doubletree by Hilton TM Milan, which is set to open in 2008. Located to the northwest of Milan, Italy, the newlybuilt Doubletree by Hilton Milan will offer 240 guestrooms complimented by a 225-seat restaurant and a covered terrace for 250 people, with a lobby bar and fitness area. The key appeal for the business and meetings market is its location in the business district that is currently undergoing a major redevelopment and its links to both of Milan’s main trade fair venues. On the Web: www.hilton.com
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Starwood Hotels and Resorts Worldwide and Sony BMG Music Entertainment are partnering on a music and entertainment marketing initiative. The program, which will be offered at Starwood properties, will include in-room TV offerings, customized music entertainment products like digital playlists, programmed music for event spaces, entertainment for special events and exclusive VIP events. • In other news, Starwood Capital Group and Perseus Realty have signed an agreement to build a 1 Hotel, Starwood Capital group’s new eco-friendly luxury brand, in Washington, D.C. The 180-room hotel, which is expected to break ground in mid-2008 and open in 2010, will be at 22nd and M streets, NW, and will be LEED certified. The property will donate one percent of its profits to local environmental organizations. On the Web: www.starwoodhotels.com
THIS IS AN ELEGANT HOTEL!
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Hotel News
WILLARD WINS WITH WIND The Willard InterContinental in Washington D.C.’s premiere historic luxury hotel is now powered by 100 percent wind energy.
VANCOUVER’S FOUR SEASONS RENOVATES TO THE TUNE OF $5.3 M By adding a bar and lounge, a restaurant and refreshing the upper and lower lobbies, Vancouver’s Four Seasons Hotel hopes its investment of $5.3 million in renovations pays off. The yet-to-be named restaurant will feature an open kitchen and bar set against the backdrop of a ‘green’ wall of live foliage. Other amenities will include ottoman lounge chairs near a fireplace, an interactive kitchen counter/bar and a number of dining options, including a communal table and dining booths. The restaurant will also house glass-enclosed, private dining room. Work on the 6,750 sq. ft. restaurant/bar area and 5,000 sq. ft. upper lobby is scheduled for completion in November. The lower lobby will be renovated between January and March, 2008. The hotel will remain open during the renovations. On the Web: www.starwoodhotels.com.
BCIMC ACQUIRES DELTA HOTELS British Columbia Investment Management Corporation (bcIMC) has acquired Delta Hotels Limited from Fairmont Hotels & Resorts Inc. Doug Pearce, bcIMC’s CEO and CIO, said Delta is an ideal fit with the company’s investment strategy to expand its diversified real estate portfolio to include hospitality. He added that its brand recognition, experienced management and dedicated employees will be a strong complement to its diversified portfolio of assets and contribute to its ability to help finance the retirement benefits of more than 400,000 residents of British Columbia. On the Web: www.bcimc.com
Pepco Energy Services, a leader in renewable electricity, supplies the 332-room landmark hotel with nearly 7.1 million kilowatt hours of 100 percent wind renewable energy certificates, making the Willard the first urban luxury hotel in the United States to be fully supported in this sustainable manner. Wind energy is particularly effective in reducing greenhouse gases, because there are no air emissions associated with operating wind generators. On the Web: http://washington.intercontinental.com
TRUMP TOUTS T.O. TOWER American property mogul Donald Trump had shovel in hand at a recent ceremonial groundbreaking for a $500-million luxury hotel and condominium project he said will make Canadians proud. The 57-storey building, at the corner of Bay and Adelaide streets in the heart of Toronto’s financial hub, is Trump’s first foray into Canada and is slated to open in 2009. The building, designed by Zeidler Partnership Architects, is to feature 118 luxury residential condos that sell for between $1.6 million and $19-million, and another 261 hotel guest rooms and suites. The total cost of the project is approximately $310 million. ANSWER EASY SUDOKU FROM PAGE 26
ANSWER MEDIUM SUDOKU FROM PAGE 26
357 guestrooms and suites 18 meeting and function rooms that can accommodate up to 350 people Connected to the Montreal Convention Centre
Inquire about Meeting Options™ reward program... extras that you deserve. 360 St-Antoine Street West Montreal, Quebec H2Y 3X4 514-987-9900 www.montreal.intercontinental.com October 07
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D AT E B O O K Upcoming Events October 27-31 International Congress & Convention Association, Congress & Exhibition, Pattaya, Thailand. Contact: (011) 31-20-3981919, www.iccaworld.com.
November 11-15 Financial & Insurance Conference Planners, Annual Conference, Fairmont Scottsdale Princess, Scottsdale, Ariz. Contact: FICP, (312) 245-1023, www.ficpnet.com. November 15-17 CSPEP (formerly IMPAC), Annual Conference, Whistler, B.C. Contact: (905) 868-8008, www.cspep.com. November 27-29 European Incentive & Business Travel Meetings Exhibition, Fira Gran Via, Montjuic 2, Barcelona, Spain. Contact: EIBTM, (011) 44-20-8910-7870, www.eibtm.com.
November 28-December 2 National Coalition of Black Meeting Planners, Fall Conference, Hyatt Regency Miami. Contact: (202) 628-3952, www.ncbmp.com.
December 3-6 International Luxury Market, ILTM 2007, Palais des Festivals et des Congrès, Cannes, France. Contact: (011) 44-208-910-7917, www.site-intl.org.
Have an event? E-mail us at info@theplanner.ca.
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Websites of
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Establishing meeting times www.timebridge.com Getting people to agree on a time for meetings is often akin to herding cats, as the saying goes. Timebridge is a website that can ease the frustrations and headaches of scheduling meetings. Simply send an email invitation to your attendees indicating available dates and times. Each attendee will read the message and be redirected to a website where they indicate which time is best for them. Timebridge looks for the best available slot for all attendees, then sets the meeting time and sends a confirmation message to everyone on the invitation list. The site is free and can be synched with Microsoft Outlook and Google Calendar. This synchronization allows people from different companies or workgroups to share calendars. Please sign on the electronic dotted line www.echosign.com The act of using paper contracts is going the way of the proverbial dodo bird. If you are unsure how to get into the new age of digital contracts, try EchoSign.com. You send either an electronic or fax copy of your contract to EchoSign, along with the recipient’s email address and any special instructions. When the recipient gets the contract in their inbox, they are directed to a secure EchoSign page where they see the contract and can enter their name and initials and click on a button that electronically signs it. They could also print a paper copy, sign it then fax it back to EchoSign with a special cover sheet. Whether it’s signed online or by fax, a copy gets sent to you, the client and anyone you want copied on the contract, such as your boss or lawyer. A copy is also archived in your EchoSign account. If you have contracts you frequently re-use, you can save PDF copies on EchoSign to be sent as required.
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