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Meeting Well in the “new normal”

Our “new normal” means a mind-shift in priorities, which can be overwhelming. As your strategic partner the continued health and well-being of our clients and their guests is of utmost importance to us. The following enhancements to our services is to ensure you feel safe and comfortable during your offsite meetings and events.

  • Sourcing in the new normal

    Finding the perfect venue is now more complex. This means not only keeping up-to-date with venue availability, and preparing for the unexpected, but also ensuring the venue you choose is the right fit for your organization with the new regulations that vary from province-to-province, and hotel-to-hotel.

  • Onsite logistics for safe events

    Once onsite, your event set-up and logistics will be quite different:

    Event layout and design. Configure your space differently to allow for social distancing. Health and safety procedures. We ensure new health and safety measures are in place on-site with our Duty of Care protocols.

    Food and Beverage. Work closely with the Conference & Catering Managers on serving styles that limit the spread of germs, such as a decrease to buffets and self-serve options.

  • Hybrid events

    Explore opportunities to create a virtual option for in-person events for increased accessibility to attendees who may not be willing or able to attend in-person.

  • Procurement pitfalls and solutions

    Our “procurement playbook” and relationship with our hotel partners ensures you can be confident in knowing that your venue and vendors are working closely with you to meet all your organization’s criteria in regard to safety, risk, etc.

  • Mitigating meeting and event risk

    As we work hard to get back in the business of in-person events we assess all cancellation risks in “high,” “medium,” and “low” categories and collaborate with finance, legal and procurement to ensure you are covered in every scenario.

The Planning Stage

  • We work closely with your planning team to design a full-scale meeting strategy that will achieve desired outcomes and deliver an impactful attendee experience.
  • Determine the financial plan based on your budget and business objectives
  • Negotiate contracts and third-party services to reduce your costs while ensuring high levels of customer service are met.
  • Venue selection including site inspections, comparison reports and recommendations based on hands on experience, industry reviews and costs
  • Your lead for all your meeting and event needs including vendors and suppliers. It is like having your own in-house meeting planner.
  • From Agenda to workshops we will assist with content development to meet your objectives.
  • Liaise with attendees on Save The Dates, Invitations, Confirmation, Registrations, Itineraries and Agenda
  • Source and manage the inventory of promotional materials, marketing collateral and swags.
  • Organize and manage the selection of technology for hybrid events.
  • Plan and organize team building events, speakers, and other program elements.

The Execution Stage

  • Pre-Meeting Orientation and Dry run
  • Onsite Guest Ambassadors and signage to assist all guests, including an introduction to their ‘virtual’ Concierge upon check-in.
  • Coordinate and oversee the entire set up of the event from start to finish including social distancing set up, activities, transportation and meeting logistics.
  • Risk Management - ensuring the security of your guests and respond to—crisis situations and limit damage and restore services in the event of an emergency.
  • Ensure all attendees feel safe and leave the meeting energized, engaged and empowered

The Execution Stage

Post Meeting Stage

  • Attendee Thank You for participating and Action Items follow up
  • Online survey to solicit feedback and suggestions
  • Review all suppliers/vendors invoices for accuracy
  • Create post-event reports and lessons learned and implement tactics for continuous improvement.