» Historic Charm Modern Technology
» Public Relations - Why You Want it and How to Get it
» Tips for Planning an International Meeting
» Choosing Greener Pastures
» A Speaker That Will Get the Word Across
» Build Attendance and Promote Your Event
» Quick ideas for events attendees won't forget
» Doctors around the world make appointments with Toronto
» Create a greener environment for your next meeting
» If "GST" sounds foreign to you, chances are you'll be reimbursed!
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» Toronto to host highly coveted meeting of association executives
» Positive Energy at the Direct Energy Centre
» CN Tower to launch new meeting space
» New conference level at boutique Pantages Suites
» Toronto Leaders Circle
» National Trade Centre expansion opens spring 2007
» Airlift and accessibility made even better

Historic Charm, Modern Technology
Let these historic Toronto sites enchant your guests, without sacrificing modern day conveniences. All are equipped with the latest AV and lighting facilities. You only need to supply the attendants.

Palais Royale
After opening day in 1922, Palais Royale became one of the hottest dance halls of the 1930’s. With headliners like Duke Ellington, Count Basie and Benny Goodman, this house was always swinging! Today the magnificent ballroom still features gleaming sprung, cantilever hardwood floors and a captivating stone fireplace. With two bars inside and a massive patio overlooking Lake Ontario, Palais Royale has everything you need to dazzle your guests.
www.palaisroyale.ca

Casa Loma
Make your guests feel like royalty by booking your next convention in Toronto’s own Edwardian era castle! They’ll be awestruck by the 60-foot, oak beamed ceilings and soaring bay windows of the Great Hall. The castle offers hours of enjoyment exploring secret passageways and 800 feet of underground tunnel, or simply relishing in the overall lavish décor of Casa Loma.
www.casaloma.org

The Fermenting Cellar
Erected in 1859 as part of the famous Gooderham and Worts Distillery, the Fermenting Cellar now plays a leading role in Toronto’s first pedestrian only village. The arts and culture that thrives throughout the Distillery District is no less apparent in this spectacular venue. Infinite event-planning potential lies within the rustic limestone walls and 35-foot, vaulted ceilings. The exceptionally preserved Victorian era architecture attracts the most elite parties from world-renowned events such as the Toronto International Film Festival.
www.fermentingcellar.ca

Public Relations - Why You Want it and How to Get it
Positive press will help strengthen your reputation as a meeting planner and the reputation of your organization. Because the source of the press comes from a third party, it adds credibility. In addition, the cost is generally lower than advertising.

So, how does one go about gaining such valuable exposure?

First, obtain a current media listing from the local CVB. Using this information, select the media that will most effectively deliver the message to your target audience. Tourism Toronto can provide you with the media listings, as well as tips on which media would offer the best leads in the city.

When building your release, avoid promotional messaging. Stick to genuine news to create a story that will generate interest. Try to develop a sharp angle to captivate your audience. And don’t make your story any longer than necessary, you don’t want to lose them part way through. By tying into local charities or community events, you can create a “halo effect” to leave a favourable impression on the public.

When your release is ready to send, be sure to include the appropriate contact information and date. Do not simply label your story “For immediate release” without noting the actual date as these pieces are commonly discarded by editors. Also, make it easy for reporters to contact you. If you don’t hear from them, you will need to follow up. Be persistent, but not annoying.

If you’re looking for tips on composing a killer press release, be sure to catch our next eNewsletter. Click here to sign up.

Tips for Planning an International Meeting
When traveling internationally, it’s important to be aware of more than merely changing time-zones.

1. What customs and norms are native to my destination?
In Toronto, our customs and norms are very close, if not identical to those in the U.S. However, when traveling overseas there are many differences you should explore before you leave. Try to work your agenda into the opening and closing times of the local shops and businesses. Many European cities enjoy an afternoon siesta, which can put a damper on your plans if unexpected. Presenting a gift to local officials is customary in some Asian countries. It’s important to be aware of such traditions as it may look disrespectful if they are not followed.

It’s good idea to learn some of the common phrases in the native language. Not only will it make getting around easier, but it also is seen as a courteous gesture to the locals.
Here’s a quick lesson on some common Toronto lingo:

• Eh? – Often used at the end of a sentence to ask for agreeance on what was said (i.e. “don’t you think?”)
• TTC – Toronto Transit Commission. One of North America’s finest transit systems, you can get across the city, transfer between subway, bus and streetcar with just one fare.  
• Toque – A winter hat.
• Loonie – The Canadian one-dollar coin.
• Toonie – The Canadian two-dollar coin.
• Pop – Soda.
• Poutine – French fries covered in cheese curds and gravy.

2. What local holidays and seasons will be taking place during my event?
It’s best to research this before your schedule is set in stone. You may have trouble booking activities on major holidays. Also, if you’re planning to venture South of the equator, keep in mind that seasons will be opposite of what you’re used to. There are few holidays that differ from Canada to the U.S., such as Thanksgiving, which takes place in October for Canadians. Click here for a full list of Canadian holidays.

3. What cultural traditions can we celebrate while visiting?
Take advantage of the cuisine, the arts, or perhaps festivals that are unique to that area. Toronto has such diversity that you can experience almost any culture, all within one city!

Contact our CVB for some great ideas on how to incorporate different cultural traditions, dining and entertainment into your event.

4. What valuable information can I provide to my guests to ensure they’re trip runs smoothly?
Give your attendees as many facts and instructions as you can. Whether it’s maps and landmarks, currency info, phone usage, time changes, electrical outlets etc.
Tourism Toronto has all this and more on our website under the Practical Info section.

If you have additional questions on planning a meeting in Toronto give us a call:
 
Robert Kawamoto, CMP
rkawamoto@torcvb.com
416-203-3810

Tara Gordon, CMP
tgordon@torcvb.com
416-203-3827

Alice Au, CMP
aau@torcvb.com
416-203-3819

Choosing greener pastures
As a meeting planner, you have many options to help minimize and offset the negative environmental impact of your event. Here are some suggestions to get you started:

1. Use the Environmental Performance Index (EPI) to learn about a country’s environmental sustainability. The EPI uses 16 environmental policy targets to measure a country’s commitment and efforts towards protecting our Earth. Canada ranks number one in the Americas. 
2. Once you’ve decided on a country, you can take a closer look at its cities. Use this city questionnaire to determine how well each city is fulfilling their duty to protect our environment (check out Toronto's). Ask the local CVB or municipality to fill it out.
3. Choose a city that is closest to the majority of your delegates in order to cut pollution produced by travel. Toronto is just a 90 minute flight for 60% of the US population.
4. When putting together your RFP, include a “Sustainability Preference” clause. Ask Tourism Toronto to help put one together for you.
5. Ask the CVB to recommend green venues and suppliers within your chosen city. We will be happy to supply you with a list of such venues for Toronto.
6. Give your delegates a chance to feel like they’re doing their part to help sustain the environment. Here are a few options:
   • Have a tree planted for each of your delegates,
   • Make one of your convention activities a community clean-up,
   • Donate to an environmental charity on behalf of your client,
   • Organize a trip to a local nature preserve to educate your delegates on environmental issues..

Source: Green Meeting Industry Council

A Speaker That Will Get the Word Across
The first step to choosing your guest speaker is to determine their role at your event. Are you looking for someone to motivate your guests, to entertain, to educate? Once you decide on the ultimate goal of the speaker, it will help you narrow down your prospects. For instance, a peer may be the most effective way to influence your guests, whereas an expert would be better to inform. Toronto makes it easy by offering a wide range of talented speakers to choose from. Click here to see a selection of Toronto’s prominent speakers and celebrities. 
 
Next, consider your audience. Younger crowds tend to communicate better in a more interactive environment. In this case, your speaker may need to moderate a panel or lead a discussion rather than deliver a speech.

Another great way to choose the right speaker for your event is to find out who your guests want to hear! Get their opinion prior to the convention by posting candidates online and having delegates vote on the one they would like to see. You can even include short video or audio clips to give them a sense of what each speaker is like.

After all the hard work you put into choosing the right speaker, you’ll want to ensure your audience will have no trouble receiving the speech. Little distractions can ruin even the best of talks. Make sure the meal isn’t being served during the speech and acquire the necessary audio and video equipment for the size of the room.

Build Attendance and Promote Your Event
Members and delegates are inundated with multiple ideas, messages, activities and programs that are competing for their attention.  Make your conference stand out by connecting with and engaging your audience of potential attendees.  Wondering how?

• Promote your meeting on an ongoing basis. Consider everything you send out of your office as a vehicle to promote your meeting or conference: e-mails, postcards, newsletters, advertisements, mailings.  Begin 6 – 9 months out with a save the date, drive to website and promotion of the destination.  Follow-up with at least two or more mailings or e-mail blasts to include all confirmed conference and speaker/seminar and registration information.

Offer your guests a change from being cooped up inside all day by holding part of your event outdoors. A patio setting will allow them to take in the fresh air and natural light. Now imagine their surprise when the guest speaker literally floats on stage! That's right, a stage gently bobbing on top of a glistening pool of water. Roy Thomson Hall, home of the Toronto Symphony Orchestra, has a reflecting pool situated in a beautiful outdoor patio. Its floating stage gives an entertaining twist to a typical speech.

Give your guests a chance to relax and mingle. Slow things down a little between all the excitement with an on-site oasis for your delegates. At the 2007 PCMA annual meeting, Tourism Toronto created an "Imaginarium" allowing guests to free their minds. They were treated with massages to relieve their stress, and sampled exotic teas and martinis to refresh their spirits. They were also given canvases and paints, providing a creative outlet for their thoughts.

Don't be afraid to throw in something untraditional to make your event even more memorable. We spiced things up at the ASAE's June Invitational Forum with break-dancers and graffiti artists.

It's no wonder conventions in Toronto break attendance records time after time. Contact us for ideas that will give your attendees something to talk about until the next one!

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