Meetings Canada


Event Planning Made Easier

Alison Owers-Graham, CMP, plans all internal and external events for Rogers’ Business Division, including road shows, conferences and trade shows.

allison-owersBUDGET Determine what the priority of the event is, and build your budget around it. Look internally for subject-matter experts, to save on speaker costs. Consider not offering a meal, instead opting for lighter fare. Explore multi-event contracts with your AV supplier, to bring down one-o costs.

FOOD There is nothing more wonderful than local fare – take advantage of the cities that you work in, and inquire about their local options. The choices are guaranteed to be fresh and unique to the region.

PRESENTATION Always inquire as to what the property has to offer, before spending unnecessarily. Venues will usually have votives or simple decor that can be used on buffet tables. Look at what the options of the venue are, and then add to their decor, as necessary.

NEGOTIATING CONTRACTS Determine what your absolutes are and what you can live without. Read through your contract and make your list under those two headings, then rank each side and start negotiating.

GREEN MEETINGS Provide reusable water bottles as a promotional item. Use cloth napkins instead of paper. Instead of giving speakers and special guests gifts they won’t use, plant a tree in their name.

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