Useful Information

Here are a few things to consider when planning  your events, meetings and conventions that our experts can help you with...

Define the type and purpose of the meeting or conference

Determine whether it is to be strictly a meeting or a combination of meeting and activities. What is the event's purpose? Is it a board of directors meeting, sales seminar, training workshop, strategic planning session or a motivational retreat?

Settle on the right number of delegates

The number of participants directly impacts the cost of your event. Manage your budget diligently and make the resulting logistics as fluid as possible.

Pick the right time

Holding the event during the week or on the weekend? Is the date flexible, and if yes, what are the backup dates?

Pick the right place

Choose the best destination in relation to your delegates' points of origin, the type of event and its length.

Define your criteria

In terms of comfort, do you want smoking or no-smoking rooms? Is air conditioning a necessity or an option? Do you require rooms with wheelchair access? Do you need dialup or high-speed internet access? Does your cell phone service cover this region?

Book adequate space

Select your meeting room based on your needs, but do not overlook its size, capacity, number of chairs, and surface area. Trying to bunch together more delegates than a room can comfortably hold is unfavorable, and hazardous. And an overly spacious room for a reception isn't any better if you're looking for that intimate touch. There's nothing colder than a room in which every sound produces an echo by virtue of all the empty space.

Identify the "musts"

Budget is your main preoccupation. You wish to impress the delegates and foster team spirit, but within your financial means. Certain factors cannot be compromised on (comfort, capacity, number of conference rooms). Other considerations are more malleable (food, activities, number of rooms).

Specify the type of accommodations

Total number of rooms, type (standard or suites), single or double occupation - all of these specifications are imperative.

Draft your schedule/agenda

Determine the day's agenda and the type of meetings and activities. This will enable you to better pinpoint your needs. Plenary session, workshop or conference? How many guests are you expecting? Have you planned for breaktimes? How many and where will they be held?
Defining these will enable you to better choose the room(s) you need in terms of surface area, adaptability, and configuration.

Factor in your equipment/supplies

What working tools do you require? Audio-visual equipment, a writing board, projectors and screens, internet connections and cellular phone access. Will you be renting these supplies from the inn or hotel? Or are you planning to visit the venue prior to the event to ensure your equipment is compatible with the facilities?

Plan one activity

Review the suggested activities and select one activity you deem appropriate for the majority of delegates. Indoor or outdoor, sports or cultural, games or fine cuisine, etc.
Consider adding an activity for spouses and children, if they are joining the delegates.

Cook up some culinary surprises

Think about the time you can allocate to breakfast, and the type of breakfast you would like. Don't forget breaktime snacks, ideal for resuming meetings on the right foot. Light lunches? Gourmet dinners? Special considerations (allergies, vegetarian menu, restricted diets...)? Consider including kids' meals. Add a cocktail to help delegates unwind at the end of the day. How about a barbecue, for a truly casual atmosphere?

Map out your registration system

Will delegates register as a group or individually? Who will handle the registrations? Remember to give the person(s) in charge a guest list, including special mentions and treatments for VIPs. Don't forget to specify the delegates' arrival and departure times. Attach a copy of the day's agenda, including extra-curricular activities. Send the documentation in advance and make sure you have extra copies onsite for last-minute requests.

Determine the payment terms and methods in advance. If needed, specify what fees will be charged and to whom.

Allows for extra places for unexpected delegates or support staff (coordinator, photographer, musicians, etc.).

Plan a final review of resources that will incur fees, to make sure you have all costs covered.

Do you require a particular setting for this operation? Are you planning an advance visit of the premises to ascertain their potential?

Need a little stimulant?

Consider motivating your team with a small intriguing gift or clue to a puzzle attached to the day's agenda.

Stay in touch

Make sure all delegates have the meeting venue's exact address, a phone number, fax number, preferably a toll-free number. If they need to be reached at all times, give them advance notice of the premises' features.

Be their compass

Convey the driving directions to everyone. Put one person in charge and give his or her cell number to the delegates. The person/phone number can serve as a relay point in the event of a problem. If needed, add the establishment's web link to your emails, so delegates can go retrieve any general information at their leisure.

Spouses and children

Check out the section on suggested activities for spouses and children, and use it to adequately plan everyone's schedule.

Provide your delegates with the right framework

Entertaining the idea of giving delegates a keepsake? Schedule a photo shoot and send them the pictures after the event to say "thank you."