A surreal environment is revealed. Everywhere you look you see yourself in huge, life-sized images (these were secretly taken as you passed through the tunnel). The images are projected onto glowing, up lit panels of sheer stretched fabric. Wireless flying spacecraft whiz past and a talking robot offers you a beverage, calling you by name. “How did they know my name?” you wonder. Mega projection lines two of the walls with floor-to-ceiling moving galactic imagery. On the opposing two walls, new age space cars drive sideways on tracks as if the walls were space roads. As you stroll through the reception, you are entertained by holograms of rock stars long since passed away: Elvis, Janis Joplin, Buddy Holly and The Beatles. Jim Morrison looks over to you and asks you for a light.

Laser beams guide you to your table, which glows from within. Tabletop centerpieces are actually talking heads that carry on conversations like a ninth dinner guest. Robots serve your meal during a spectacular laser and hologram show which rivals Disney’s Pirates of the Caribbean ride. Your emcee is a digital computer image who moves from screen to screen around the room as it leads you through the evening’s festivities.

This is not a real event - I made it up using components of real events I’ve read about lately, along with my overactive imagination. Some of the elements are available here and now and what isn’t will be soon enough. This is an event in the 21st Century.

Event technology has surpassed our expectations in the past few years. Ten, even five years ago, the idea of cloaking a room in a fibre optic curtain or using moving lights for a corporate event was the exception, not the norm. Today, as clients have become more “event savvy”- more educated about high tech possibilities for their events - the demand on planners to be consistently more creative and innovative is higher than ever. Gone are the days when glowing martinis and static alien props sufficed for a space theme. Today, it’s celestial linens, flying props, lasers, foggers, AV screens on the ceiling, glowing tabletops…the list goes on. Event technology is advancing fast and the possibilities are limited only by the imagination. What an exciting time to be an event planner.

Innovations for event technology are not limited to the party scene. There have been enormous strides made in software and in web-based tools to assist meeting planners, exhibition and conference planners, caterers and designers. On- site and behind the scenes, technology is changing the way we do business and it’s changing it for the better.

I asked event planners across the country about the latest innovations in event technology and what came back was a diverse cross section of responses.

Some of the newest advances being used today for corporate events include:

• Ice Magic’s Light Tables with a computer-generated light source (which can be customized to any company’s logo colour). The technology allows for three-second light changes up to 2 hours at a time.
• Laser sonar measuring devices, which can point across a room or ceiling and tell you exactly how far you are from that exact point, down to a fraction of an inch. These make site surveys a snap and tall, irregular ceilings a breeze.
• Seamless wide screen projection (up to 75 feet wide) with “picture in picture” capabilities.
• Snow machines that can change the seasons in the room from winter to summer and back again within minutes
• Automated lighting (sometimes known as “intelligent lighting”). The High End Studio Spot has the capability to have many different gobo and color changes. For example: slow, rotating snowflakes can be projected all over the walls and floor to complement a Winter theme for the “walk-in” look, then with a touch a button, switch to fire and flame projections for the party and dance.

On the meeting and planning side of the industry, many event planners are finding that the advancements of the internet (in web-based solutions and in computer software and hardware tools) have revolutionized the way of and the speed of doing business. Some examples of these tools are:

• E-vites (web-based event invitations).
• Infotreiver.com, which is used for following up via automated email. Cool looking auto reminders increase the probability that invited guests will attend events.
• Simple floor plan and 3-D graphics programs, which are learned quite easily by most. These produce stunning set renderings and event drawings, which make slick proposals.
• Windows XP.
• Affordable wireless modems, which allow you to move around at an event without fussing with cable wires.
• The Blackberry or Handspring trio, both PDAs with effective planning software.
• Software such as Catermate, ExpoTrack and ERIC.
• Online registration systems, which vary in effectiveness and price.

With so much technology around it can seem daunting to many planners, especially if you’re new to the business. Don’t be fooled into thinking you always need to have a huge budget or a large crowd to incorporate some of these products into your events. It’s easy to find the creative help you need to make your events better than ever. Also, don’t be afraid to ask suppliers all the questions you have. They realize you’re not a techie and most will be more than happy to walk you through these innovations step by step.

So where is a good place to start? Try the Internet for ideas: search for event technology and you will be amazed at what comes up. Call your local lighting and AV suppliers and ask if you can come by for an hour or so to have them explain what’s new and on the cutting edge. You’ll be surprised at how receptive they will be. Another great way to learn about event technology is to attend industry trade shows and conferences where many suppliers show their latest products. Don’t forget to read event magazines and periodicals and to network at association events where you can learn more about what’s out there and what others are doing. You can also be your own innovator: dream up an idea for an event and then go search suppliers for a way to make it happen. This is how the best events are built: start with your imagination and go for it!

Fall is upon us and we all know what that means. Time for renewal, a time when thoughts turn to winding down our year and re-viewing the pro-gress we have made. Did we accomplish our goals? Were we anywhere close to keeping our resolutions? This fall may be a little more unique than most as many companies were hit hard with the events of the past year and are now just starting to see renewal and visualize projected growth. The hesitancy to move forward has faded and business has regenerated for most. That said, this is a new marketplace now and what worked once upon a time may not work anymore. There have been permanent changes in our philosophies and economic faith and, as such, we have adapted. At least most have and those who haven’t will have to in order to remain intact. What does this shift in the way the world does business mean for you as an event professional? Well, for one, it means you need to continue (or for some, start) to look at ways to adapt to this new marketplace with strategic marketing maneuvers that yield maximum exposure and to learn innovative ways to develop and maintain your client relationships. That’s the buzzword in this economic climate: RELATIONSHIPS.

Fact is, it’s the close client relationships and the confidence and trust they have in you that will carry you through when times get tough and will allow your company to grow even in the most uncertain economic times.

One of the best ways to maintain these relationships is networking. It’s never been so vital that you get yourself out there, meeting NEW clients and suppliers and keep building those relationships with the people who will buy your services. This is such a simple concept, but you would be absolutely astounded if I told you how many people I know in this industry who still don’t get it and simply refuse to go out and network.

There will always be those who feel they have reached a plateau or a certain level of stature in the industry and don’t think it’s necessary for them to do the schmooze thing. Well, as an event planner in Canada, I can tell you they are so very wrong. First of all there is no such thing as a “certain level”. We’re all here doing our best to run our businesses and stay ahead of the game. Regardless of whether you’re at the top of your game with 23 employees and 15 trophies on your wall or you’re new to the industry and are making a name for yourself, you are not immune to losing clients and everyone has staff and rent to pay at the end of the month.

The flip side of the relationship game in this industry is, unfortunately, that many event or meeting planners, usually those who work for larger corporations are often mandated to obtain 2 or 3 bids or quotes on every job. Even though they may know with whom they prefer to work with, the RFP has to go out. That means that you cannot afford to let yourself or your team get complacent because there will always be some other company showing their stuff to your clients. Make sure that your clients know your company is at the forefront of your industry sector. That you are on top of the latest trends, that you’re on top of your game and that you’re always there when they need you. Fade away for awhile, miss a few meetings or events and I can tell you from my own experience that when you finally do show up you will hear, “Wow, haven’t seen you in a while,” or “Where have you been hiding?” and that means, whether or not you realize it, you have been out of touch.

I encourage you, as you wind down 2002 and gear up for 2003, to take another look at your upcoming marketing plan. Review your association memberships, make sure your website is up to date, take another look at participating in industry trade shows or sponsorships and most importantly, get out there and be seen. You don’t have to attend everything, but you do need to attend something. You need to show people that you place value on more than their business, that you value the relationship you have with them.

Here’s an idea: call up your top ten best clients or suppliers and make one lunch date a month for the next ten months and make a point of getting to know your clients or suppliers. There’s more to a business relationship than a contract - don’t talk about bids or proposals; it’s just you and your client or supplier and a glass of Chardonnay. You’ll be amazed at the response!

Remember life in the office before e-mail, standing at the fax machine and sending documents and then, if the line was busy, having to do it all over again? What about when the paper jammed in the machine? Remember using four-page duplicating memo pads or photocopying the letter/memo and running a copy to each person’s desk? Remember paying for a stamp, envelope and stationery and snail mailing it?

Well, as we know now, the Internet and e-mail has changed everything. Who ever thought that you could communicate articulately and send information to thousands of people, all with a couple of clicks? The Internet and e-mail have been ultimately the most significant business tool in history: it is better than the telephone, better than the photocopier and better than the fax.

The only problem is that we are all still learning how to use it properly and how to incorporate it successfully into our business. I must admit, along this road has come a few bumps. I hope these tips spare you some grief.

Sample E-mail Practices/Policies for Business

1. All personnel should have their own e-mail account. You may want to set up one main account on your website (example: info@xyzcompany.com). This account must be managed.
2. Ensure that your staff adheres to the expected time frames when responding to e-mail. (Example: 24 hours, or whatever is suitable for your business.) This is especially important if you are accepting e-mail queries from your website.
3. Ensure that you have set up a forwarding system that allows other employees to respond to client requests within a reasonable time when staff members are absent. (Example: 24 hours, or whatever is suitable to your business.)
4. Staff should not give out their company e-mail addresses or use their company e-mail for any personal nature. Staff must understand that this e-mail address is for business use only. (Explain that others may be required to respond to their mail while they are absent).
5. Ensure that your staff understands virus and security risks and that they do not open e-mail attachments from unknown sources. An organi zation should always use professional IT resources to minimize exposure to their networks and systems.
6. Do not send or forward discussion lists, or jokes, etc.
7. When “SPAM” begins, be sure to set up blocks using “Block Sender” in your e-mail settings.
8. Ensure your employees’ Signature files are set up with Name, Company Name, and contact information (including your web address). This makes it easy for someone to print the e-mail quickly and have it handy for later use if they are coming to the office or a meeting with you. You can even add your company “tag” line.
9. Always ensure that “spell check” is set up in your e-mail settings.
10. When sending bulk e-mail, use BCC (blind carbon copy) when it is necessary to keep the names of other parties being contacted confidential. Print a copy before you hit send, otherwise you may not be able to see who you sent it to in the first place.

Email Writing Tips

1. Do not write using CAPITAL LETTERS. This indicates “shouting”. In rare instances it is okay to use it for a word or two to emphasize items.
2. Keep your sentences short. The fewer words the better.
3. If you are upset with someone, do not send e-mail. Wait until you have calmed down or call them directly at an appropriate time.
4. If you use “lingo” or acronyms, ensure that your reader understands. In some cases you may have to spell it out.
5. Be careful if sending fancy HTML-formatted messages. Some computers will not be able to read them.
6. Beware of file sizes that are too large. Those without high-speed access will not be able to download your file in a reasonable time. When sending a lengthy e-mail covering several topics use headings for each topic and then write your paragraph.
7. Use blank lines and hard carriage returns to separate your paragraphs. Tabs can display differently on different computers.
8. Use a good, descriptive subject line.
9. Avoid replying to messages with one-word answers.
10. If your e-mail is turning into a book, perhaps you should be using a different form of communication. (Example: attach a letter, memo, etc.)
11. Keep multi-line paragraphs to 76 characters. This way it should display correctly on most screens. (Check e-mail settings).

Remember that keeping up to date with new technology is only one part of the equation – using it effectively is equally important. Following these writing tips and practices should help your company’s e-mail communication run more smoothly.

From the Metro Centre (a major full service trade show, exposition, sporting event and entertainment facility) to the Windows at the World Trade Centre restaurant, event planners will find the size and type of space they need. They’ll also find rooms lit by natural light and views of the harbour or the city itself, all within a short walk of the charming historic harbourfront and Halifax’s famous Citadel.

The personnel at the WTCC are provided with state-of-the-art equipment and offer comprehensive services, all with that famous Maritime hospitality. From start to finish, each project is personalized with an Event Manager who “shadows” the client until the event is complete. Also, in-house catering and food service staff are available day and night and the Centre employs full-time on-site event technicians. With this level of service conference planners can rest assured that all their changing needs will be met.

CHUCK SCHOUWERWOU
CMP, Confersense Planners, Ottawa
We use Expotrack, a product from a local company called 3-Way Street, because it makes doing registration simple and straightforward, with an online secure system, credit card availability, and secure payment. For small events, we don’t bother with it because of the costs associated with it, but for 500 and above, we recommend the client consider it. For most people, registration is the most labour- and cost-intensive part of the job.

Q: What’s the ratio between delgates registering online or in a traditional manner?

A: When both are offered, less than five per cent will fax or mail in their registrations.

IAN HOLLIDAY
Senior Event Manager
Int’l Conference Services, Vancouver
Online registration is fantastic! I think it makes things easier for everybody – for the company doing the registration as well as the delegates. The delegates don’t have to wait for mailings, don’t have to call anyone, they can check information anytime, find current news, and register anytime from anywhere. For the event manager it reduces data entry, which reduces typing mistakes. So the accuracy is much higher.

I still think there’s some concerns about security. We still give the option to pay by cheque or money order in case someone is concerned about giving credit card information online, or they can give their credit card information in other ways.

Q: What’s the ratio between delgates registering online or in a traditional manner?

A: I think it makes a difference where the delegates are coming from. Internationally – especially in Europe – they don’t have as low-cost access to the internet. So international delegates still may prefer to fax or mail their registrations. Inside North America we only take online registrations. We only give that option. Out of 250 companies, we may only find one or two with difficulties.

MARIA MARTINS
Director of Operations, Congress Canada
We use two systems. If the registration job is small enough we use Microsoft’s Access here in our office. We custom create our own registration database for each project. If the job is large enough or if the company wants to go online we use Exposoft. It’s still very new to us, so there are still some kinks to work out. The shortcoming is in the financial reporting in terms of separating out revenue streams: the delegate fee versus the tour fee versus the social event ticket. We like to allocate these streams of funds. Many registration companies look at financials as one big pool, not separated out neatly. It’s only by using the product and reviewing it and then suggesting changes such as “add this module” that the system improves.

Q: What’s the ratio between delgates registering online or in a traditional manner?

A: There’s a very quick pick up. Sixty to 70 per cent or more these days [register online]. Scientific groups go online quickly, whereas corporate groups tend to send in their registration as a group with a company cheque. It averages out to probably 70 per cent.

DANA ZITA
President, aNd Logistix, Toronto
We use registration software that we’ve customized. It’s called People Ware. We chose People Ware because it seemed to have the ability to do quite a few different things than what we were accustomed to. It’s close to what university and colleges are using because it’s course-based rather than meeting-based. It has more of an educational component to it. We do a lot of association work, so it made the most sense.

We use online registration all the time. We deal with a lot of technology-based companies. In some cases, one hundred per cent of the registration takes place online. We email everything -transactions, bills, reports. Some people don’t even have a fax number any-more. That’s one side of the world. But it’s not always for the not-for-profit groups and associations. They don’t feel comfortable using online registration or they don’t have a company credit card to use. We can promise that online payments are secure, but people still say they I don’t want to use it.

Q: What’s the ratio between delgates registering online or in a traditional manner?

A: For the associations and not-for-profits, I think it’s a growing trend. Right now, it’s probably 50-50.

SUSAN RADOJEVIC
Peregrine Destination Services, Toronto
In some ways, technology makes things run more efficiently, but it has also taken away the personal touch. We are in the service business – this means pick up the phone and say, “Hi,” rather than typing in, “Hello.”

Online registration is beneficial to participants and planners, but not as beneficial to the client. Our clients don’t want to lose the personal touch with their clients and supplier-partners. What it comes down to is that each company’s objective and philosophy needs to be considered. If it’s a service company, then go the more personal route. If it’s just about getting numbers in the door, then go the technological route.

As competition in the event management industry continues to grow, more and more companies are turning to technology - and specifically event management systems - to help them sustain a viable advantage in their field. A good system will not only automate your activities, processes and practices, but also increase your ability to handle a greater capacity of events through better resource management. So how do you choose a system that is right for you? There are four main aspects to consider when evaluating a piece of software for your business: functionality, cost, ease of use, and security.

Functionality
You must first ask yourself what business processes you would like to have automated. This might entail your most common business activities, such as resource management, event scheduling, financial tracking, or electronic billing. It is not necessary to purchase a complicated piece of software with many bells and whistles if you will not be putting those extra features to use. On the other hand, you should avoid purchasing an individual invoicing program if in fact you require a more comprehensive package that includes a scheduling and appointment module. The following characteristics are an integral part of a well-designed management system:

• Concurrent multi-user / networking capabilities
• Event Management & Scheduling Module
• Client Management Module
• Corporate / Personal Interactive Calendar
• Resource Management / Collaboration (with double-book security features)
• Inventory Management Module
• Financial Tracking & Advanced Billing
• Scalable and Customizable

Cost
Typically, a fully-featured management system will cost you between $2500 and $7500. Spend less than that and you may not be receiving a program that is able to grow alongside your business; spend more than that and you might be paying for additional features that you do not necessarily need. Also keep in mind that the costs associated with the purchase of the system can add up to much more than just the basic price of the product. You must factor in any additional expenditures that may be required, such as new hardware or extra software, licensing agreements, customer service contracts, maintenance fees, and training costs. While some of these are optional, it is essential that you acquire a maintenance program that includes technical support to avoid being left in the dark if any problems come up.

Ease of use
This is one of the most important factors to consider when purchasing a program, yet it is often the most neglected. Software usage should be intuitive, without complex features that are difficult to master. If the program is difficult to grasp it will result in additional time (and expense) needed for training and may also pose a risk to the business since more errors may occur if the users of the program have trouble utilizing the basic features. You must also pay attention to the aesthetics of the software, such as the layout, colours and text size, since you will likely be using the program daily.

Security
Possibly the most important software security feature is tracking who accesses the software, what they have access to, and where data are transmitted. The administrator should be able to customize the program so that an employee’s privileges are in direct correlation to their position and responsibilities. There should also be a system of checks and balances in place to prevent data from being lost, accidentally erased, or involuntarily altered.

The best way to see if you like the software is to request a demonstration from the software vendor. If it takes a couple months to review your options, you will benefit in the long run by acquiring a system that is right for you.

• Concise is the operative word. The judges are your peers, so we know what the sugar coating is. Clear it out and speak directly to facts. Let the videos, photos, etc. speak to the feel and the charm. No one wants to read words like “the room was electric with energy. “
• Understand that the judges are locked in a room for three days and have hundreds of entries to review. You need to ensure your submission can stand up to being judged first or last. No one needs to see your entries with a photo and history of yourself. If the project is judged solely on its merits then the ribbon on the submission and the color photo of the event planner is useless fluff. Understand that is what you do if you are trying to pitch a client to hire you. You are beyond that with us; the event must speak for itself.
• Don’t overstate your work. If it isn’t your best work don’t send it in. Do not provide for more than what the criteria requests. Each submission needs to be tailored. For example, don’t write 1 entry and submit to 3 categories. Change each submission based on the criteria for that category. No one wants to read about logistics, if the category is all about budget.

Ken Christopherson, E=MC2, Calgary AB

Include a table of contents with subheadings, as this allows the judges to see what the entry contains at a glance.

Outline your objectives in point form and demonstrate how those objectives were met, with real facts and figures.

Summarize what tools were in place to measure how the objectives were met i.e. evaluation forms, surveys, budget, etc. Use simple and precise language with headings. The less wordy the entry the better.

Be sure to complete all the entry requirements. Label the video and the video cover.

Sarah Lowis, Sea to Sky Meeting Management

I think it is most important for the entrants to be brief with the content of their submissions. More does not equal better.

Make sure you answer the questions that are being asked in the call for entries.

Don’t be afraid to enter - even if you do not win or get nominated it is still a great learning experience and your company does get exposure.

Laura Brown, Calgary Stampede

Communication should be simple, precise and answer only what is asked.

Make sure you provide all the pertinent documentation required for the category.

Don’t try to sell your company and their services, you are being judged on your event. Keep it simple.

A picture speaks a thousand words. Whether video/prints, edit..edit..edit. Less is more.

Mitzie Wasyliw, President, DEW Productions Ltd

Take sure you thoroughly read through ALL of the criteria when putting together your submission. If it asks for a financial budget, then submit one. When you SKIP a step you inadvertently make more work for the judges, consequently triggering a negative reaction towards your entry. The same applies if you ADD too much unnecessary information creating way more reading than required to make a good judgement.

Nicole Steeves, Unique Events

As competition in the event management industry continues to grow, more and more companies are turning to technology - and specifically event management systems - to help them sustain a viable advantage in their field. A good system will not only automate your activities, processes and practices, but also increase your ability to handle a greater capacity of events through better resource management. So how do you choose a system that is right for you? There are four main aspects to consider when evaluating a piece of software for your business: functionality, cost, ease of use, and security.

Functionality
You must first ask yourself what business processes you would like to have automated. This might entail your most common business activities, such as resource management, event scheduling, financial tracking, or electronic billing. It is not necessary to purchase a complicated piece of software with many bells and whistles if you will not be putting those extra features to use. On the other hand, you should avoid purchasing an individual invoicing program if in fact you require a more comprehensive package that includes a scheduling and appointment module. The following characteristics are an integral part of a well-designed management system:

• Concurrent multi-user / networking capabilities
• Event Management & Scheduling Module
• Client Management Module
• Corporate / Personal Interactive Calendar
• Resource Management / Collaboration (with double-book security features)
• Inventory Management Module
• Financial Tracking & Advanced Billing
• Scalable and Customizable

Cost
Typically, a fully-featured management system will cost you between $2500 and $7500. Spend less than that and you may not be receiving a program that is able to grow alongside your business; spend more than that and you might be paying for additional features that you do not necessarily need. Also keep in mind that the costs associated with the purchase of the system can add up to much more than just the basic price of the product. You must factor in any additional expenditures that may be required, such as new hardware or extra software, licensing agreements, customer service contracts, maintenance fees, and training costs. While some of these are optional, it is essential that you acquire a maintenance program that includes technical support to avoid being left in the dark if any problems come up.

Ease of use
This is one of the most important factors to consider when purchasing a program, yet it is often the most neglected. Software usage should be intuitive, without complex features that are difficult to master. If the program is difficult to grasp it will result in additional time (and expense) needed for training and may also pose a risk to the business since more errors may occur if the users of the program have trouble utilizing the basic features. You must also pay attention to the aesthetics of the software, such as the layout, colours and text size, since you will likely be using the program daily.

Security
Possibly the most important software security feature is tracking who accesses the software, what they have access to, and where data are transmitted. The administrator should be able to customize the program so that an employee’s privileges are in direct correlation to their position and responsibilities. There should also be a system of checks and balances in place to prevent data from being lost, accidentally erased, or involuntarily altered.

The best way to see if you like the software is to request a demonstration from the software vendor. If it takes a couple months to review your options, you will benefit in the long run by acquiring a system that is right for you.

Guests from across Canada were transported to the beautiful West Coast Wilderness Lodge on the Sunshine Coast of BC. Boasting breathtaking scenery and the freshest local cuisine (the salmon dinner was caught 3 hours before it was served!) it was the perfect backdrop for the experience. Guests also received personalized gift baskets and fleece vests to ensure that they were pampered and comfortable during their stay.

This company is extremely enthusiastic and energetic and the program was designed accordingly. Activities featured ocean kayaking, orienteering, a ropes course, a naturalist tour and a customized workshop by Beverley Lemon, an accomplished corporate trainer. When the sun went down guests enjoyed the natural surroundings at the evening campfire with an impromptu sing-along, a soak in the hot tub overlooking the ocean and relaxation on the expansive deck with a delicious beverage. All the ladies took these opportunities to catch up with old friends and to make new ones from across the country.

Each guest left feeling acknowledged, entertained and proud of their company and their personal achievements over the weekend. The conference was rated the best ever by the attendees, which means Vancouver’ Eventful Consulting Group will be raising the bar once again for this event in 2003!

Up & Coming Events Inc made a bride’s dreams come true when they designed this magical wedding by first imagining cutting-edge concepts, then finding talented artists such as the Aragon Group to transform them into reality. This event was created using amazing treatments such as a 40 ft custom-made plush white carpet with a six-inch floral border along its full length, trees decorated with silk delphiniums, and hanging candles with branches emblazoned with tiny white lights. The style involved a subdued palette where every subtle accent made a bold statement. The only contrast color used was silver and lighting was effectively employed to create hues of ambers, blues and lavender. The total effect was a magical interplay of light and shadow. Each area received a totally different style of flower treatment. Equaseatum, alium, 2 varieties of poppies, 10,000 white roses and 3,000 Casablanca lilies, were used in many unusual ways to create different emotions throughout the rooms in arrange-ments of vary-ing sizes and heights, some rest-ing directly on the table with low, heavy blossoms complete-ly concealing their container. Throughout the various event settings, fabric and floral creations played in harmonyagainst the stone and marble of the Art Gallery of Ontario. Other room decor included a bar centered around a Frank Ghery inspired ice sculpture, five foot Japanese paper lamps hanging from polished aluminum posts, the couple’s monogram blown up to an eight by eight foot silver vinyl hanging, Asian-inspired benches covered with custom-made silver silk Dupioni cushions.

On the tables, dewy flower petals lay on crisp white linens and the sheen of polished heavy sil-ver and glass re-flected the light beside elegant chargers, fine china, and em-bossed parchmentmenus.

Dinner took place in an enchanted indoor forest created by emblazoning each tree with 15 hanging candles and wrapping them in 20 – 30 stems of silk delphinium and a rose nest. One thousand yards of fabric dramatized the arch treatments and interior settings. The silver chivari chairs were fitted with silver organza covers and a finished off with a feather boa tieback. Table seating was arranged on a custom-built balcony at the top of camouflaged stairs recreating diningoutside at an Italian operetta. The stairs were hand-painted to match the existing marble. Table numbers were printed on tall triangular pieces that glowed in the dark – beautiful, dramatic and practical, too! The cake was visible at all times through the middle arch in the alcove, surrounded by thousands of outer flower petals on the floor. At the end of the evening, mints, hand-selected for color and packaged in a container decorated with the date logo were distributed from a custom-built table which served as another design element.

This stunning event was designed by a talented, socially conscience event team, in order to satisfy the desires of a graceful, educated and classy couple. Displaying their refinement and class to the end, they donated all the flowers used to local hospitals and the trees that were cut down are replaced with new plantings.

Terry Evanshen inspires you to look at your own life in a way you have never done before. He gives a moving account of how he re-establishes his identity every day by rebuilding his confidence and purpose one step at a time. He shows you the neverending power of the human mind to overcome obstacles. He shows you the incredible perseverance of the human spirit.

Terry is the recipient of the Courage to Come Back Award, presented annually by the Clarke Institute to a Canadian who has overcome great hardship and shares these experiences in order to benefit his community.

Terry’s life was recently made the subject of a best-selling biography entitled The Man Who Lost Himself, in which June Callwood describes his slow, difficult struggle to rebuild a sense of who he is. This is a story about how someone’s spirit can survive even the loss of identity, and how the exceptionally strong love of Evanshen’s family helped him through his initial years of frustration and rage. June Callwood has crafted a fascinating and inspiring story, which is currently being converted into a screenplay for an upcoming film on Terry’s life.

Terry has spoken to audiences from all walks of life, from virtually every industry, and his universal message has received rave reviews. He was recently the highest rated speaker at the prestigious YPO (Young Presidents Organization) Annual Con-ference, and has in the past year has spoken to audiences ranging from bankers to movers, actuaries to educators, nurses to soldiers and consultants to grocers.

Borden Communications & Design Inc. has moved to 744 Briar Hill Avenue, Toronto, Ontario, M6B 1L3. Tel: (416) 484-6489, Fax: (416) 782-8272. lisa@bordencom.com.

Sharon Barwick Designs has moved to 1115 West 47th Avenue, Vancouver, B.C. V6M 2L3, Tel:(604) 322-2824 Fax: (604) 327-7005. www.sharonbarwickdesigns.com.

Paper Ideas, which have been in business for 12 years running their invitation house, has merged their 2 locations into one store now appropriately called The New Home of Paper Ideas. The whole store and staff now devotes all their time to invitations and paper. New address: 1560 Yonge Street, Toronto, Ontario, M4T 2S9, Tel: (416) 929-3888 Fax: (416) 929-9994 Email: paperideas@bellnet.ca.

Idea Incentives has moved to a new location at 1090 West 8th Avenue in Vancouver and would like to welcome 2 new members to its team. April Lawrence and Tracy Tang just joined Juliette Sale at Idea Incentives and look forward to an exciting year. Sing Your Heart Out has expanded and relocated to 768 Gordon Baker Road, North York, Ontario. The expansion includes the new line of Virtual Reality games and a new novelty division with new Instant Memorabilia where guests images can be instantly transferred to novelty items for giveaways such as t-shirts, teddy bears, etc. Both new divisions are doing extremely well.

Meeting Minds Conference & Event Planning & Management has moved down the street to 136 Three Valleys Drive, Toronto, ON, M3A 3B9.

MOVING FORWARD
Duocom Canada Ltd. has acquired GlobalConference Communication Services. The closing of this agreement is satisfactory to both parties involved as Duocom Canada Inc. has broadened its reach for simultaneous interpretation business and Global Conference Communications Services’ members will prove to be a valued addition to Duocom’s audio visual services.

Sing Your Heart Out is pleased to announce its new Interactive E-Commerce Web Site where customers are able to browse through our many services and customize their Special Event. Customers are able to purchase the services they desire online. They also offer Karaoke music and equipment, Loot Bags, Gift Baskets, and party novelties, which can be ordered online.

Vancouver - Oceans Blue Foundation is launching www.bluegreenmeetings.org, a free, interactive Web site to help meeting planners, suppliers and host hotels and destinations make meetings and events environmentally responsible. Meetings and conventions are big business, coveted by host-city governments and convention and visitor bureaus for their revenue-generating potential. However, meetings extract an environmental cost. The Web site will provide resources for hosts, suppliers and those who plan meetings and events with tips on choosing environment-friendly cities, selecting accommodations and facilities, communication and general office procedures, transportation, and food. The website was developed with support from The Bullitt Foundation, Canadian Association of Convention and Visitor Bureau, Canadian Pacific Charitable Foundation, Canadian Tourism Commission, International Association of Convention and Visitor Bureaus, Tourism BC, Tourism Vancouver, U.S. Environmental Protection Agency, and The William and Flora Hewlett Foundation. Oceans Blue Foundation is an environmental charitable organization that was created in 1996 to help conserve coastal environments through environmentally responsible tourism. With offices in Vancouver, Canada and Seattle, USA, it is the first in North America to focus on developing environmental best standards for all sectors of the tourism industry. Shawna McKinley, is BlueGreen Meetings spokesperson, Tel: 604.684.2583 ext. 4. Email: bluegreenmeetings@oceansblue.org.

MOVING UP
Kirsten Strand, Managing Director of PGI Canada, the event and communications agency, is pleased to announce that Vincent Chiu has been appointed to the position of Account Executive for PGI Canada Interactive. In his new role, he will be responsible for market development for PGI Canada’s Interactive Division. Vincent joins PGI following several years of experience in account development in Hong Kong for major advertising agency DMB&B/D’Arcy and prominent shipping company MSAS Cargo. Vincent Chiu can be reached at PGI Canada by phone at (604) 689-3448 and by email at vchiu@pgicanada.com.

Luxury Coach in Toronto announces the addition of 2 new employees-partners to the day-to-day operation. Both Maurizio Lauriola and Mauro Morgani have joined full time. The expanded fleet now includes SUV’s, Limousines, Club Vans, Mini Coaches, Luxury Coaches, Executive Coaches, and a Prevost Highway Coach.

PM GIGS hired its first employee in August. Patti Czerski will be an assistant agent and publicist. Patti just graduated from the University of Calgary with a Bachelor of Arts degree in Communications.

CORRECTIONS
In the last issue of Canadian Event Perspective, we accidentally left out Thomas McPhee’s contact information in the article about the talented artist. Thomas can be reached at (250) 537-1366 or through his website, www.artcrystal.net. In the editor’s letter, For the Record, a few acronyms were written out incorrectly. Please note the following:
• CAEM stands for “Canadian Association of Exposition Management”
• IAEM is the “International Association of Exposition

Let people know what’s up in your company or organization! Send your letters or submissions care of this magazine to: Ste 202-338 Lower Ganges Rd., Salt Spring Island , BC V8K 2V3 or e-mail us at: info@canadianspecialevents.com

Almost everyone has seen one – an incredible “presentation” that blends all of the key elements together seamlessly to “WOW” the crowd. When you ask someone: “What made the event special or memorable?” the answer usually revolves around a themed message or refers to how effectively that message was delivered. Be it an awards show, company gala, entertainer, AGM or even a table centrepiece – producing elements that exceed the expectations of a discerning audience is no simple task.

Before giving you more insight, I need to share several of our new business realities – almost every client wants things done faster, cheaper and better. Add the alternative venue to the mix and you have a recipe for a challenge. Interestingly, the most visible aspects of an event are often overlooked or under budgeted. Yet, even with these high-pressure demands, some companies are keeping up and adapting to offer innovative solutions on time and budget.

Getting back to the point, creating powerful and impressive elements for an event has to begin by understanding why the event is happening in the first place. Typically, the “process” involves a client:

• determining event types and objectives
• estimating audience size
• choosing a venue
• developing a preliminary budget
• preparing an action plan or critical timelines
• screaming for help

Depending on the circumstances, making the process a collaborative one with an Event Planner, DMC, Production Company or key suppliers, will probably keep everyone’s sanity, but more importantly, enable the end result to be truly outstanding.

The next step revolves around establishing event program content as well as determining whether the content or “message” needs help. Enhancing good content is much easier than trying to mask a weak message with bells and whistles.

One of the most popular trends is the use of new presentation technologies (video, computer, lighting, and special effects) blended effectively with creative theme décor elements (stage/room treatments, screen surrounds, table centrepiece designs) to produce amazing results.

At the end of the day, the “WOW” factor should be part of the important link between an organization and their target audience. It should also meet several of the following criteria:

• distinctive
• creative
• engaging
• informative
• entertaining
• motivational
• memorable

Now that it’s “showtime”, the entire process moves to properly planned on-site implementation and flawless execution. This is where the rubber meets the road and where many events are made or not. Hopefully, the event team knows their respective roles and all of the pieces of the puzzle come together as planned. Contingency planning is an option but no match for true professionals who understand the importance of getting it right the first time.

Nothing beats pulling off a great event where all of the elements worked and each played their respective role in making magic for the audience. Look for creative vision and experience you can trust, and make sure someone is agonizing over all the details. After all, it is your organization’s image and message that has to be “presented” right.

Bottom line – the “WOW” factor doesn’t just happen. It has to be created, planned for and delivered flawlessly to achieve it’s intended objectives.

Eclectic Events International has won the ISES Esprit Award for “Best Social Event, Budget Under $50,000”. The International Special Events Society presented the awards on August 2002 at the Conference for Professional Development in Australia. Eclectic was the only Canadian company to win an Esprit this year. In 2001, Eclectic received 7 nominations for its work, including the nomination of Eclectic President Carolyn Luscombe for Producer of The Year.

Concept Fiatlux is proud to announce that they were honored with the Gold Award while representing Canada at the recent international fireworks competition being held in Vancouver. The HSBC Power Smart “Celebration of Lights” took place at the beginning of August. Hats off to the team at Fiatlux.

The Whistler Conference Centre has been awarded the prestigious 2002 Incentive Magazine Platinum Partner Award. Readers of Incentive Magazine have recognized Whistler and the Whistler Conference Centre for excellence as an incentive industry supplier through a ballot in the February and April issues of the magazine. Readers made selections for the best motivational travel suppliers from various geographical areas.

KUDOS

Doug Matthews, Managing Director of Burnaby, BC-based special event production company, Pacific Show Productions, has been elected to serve a 2 year term as the President of the Total Event Arrangements and Meetings Network (TEAM Net). TEAM Net is an Atlanta-based consortium of experienced special event production companies with offices in key destination cities throughout North America. They offer extensive event management and production services for the corporate, incentive and association markets.

In June 2002, the Calgary Airport Authority granted permanent booth space to Checker Transportation, a company specializing in providing luxury ground transportation services (taxi and limousine) for any inbound traveler, group or convention. Russell Friend, General Manager of Ambassador Limousine, explained, “This service was desperately needed in Calgary. Booth space for livery services is a wonderful complement to the expansion and level of service currently offered to all of the travelers at the Calgary International Airport. Finally, guests have the choice of livery services; something that was needed in Calgary and something that will be well received all over North America.”

Speakers’ Spotlight has been selected by Profit Magazine as one of the 100 fastest growing companies in Canada, and is listed in Profit Magazine’s 2002 PROFIT 100, Canada’s authoritative ranking of high-growth companies.

Chairman Mills has had a huge summer. It was chosen as the principal supplier of tables, chairs and furnishings for World Youth Days 2002 - The Pope’s Visit. The folks at Chairman Mills report that all went smoothly. The list of requirements was huge with rentals which included more than 22,000 chairs, 3,000 tables, 115,000 square feet of carpeting, pipe and drape, 20,000 square feet of hard wall office space, and a myriad of other items, small and large.

AVW-TELAV Audio Visual Solutions has been selected as the official in-house Computer and Peripherals Service supplier for the Metro Toronto Convention Centre, effective, July 1, 2002. This expansion provides customers a single point of contact for all presentation technology requirements for their events and exhibit programs. “With the convergence of I.T. and audio visual, expanding our services to include computer rentals is a natural progression. This also enables us to offer customers a single source for audio visual and computer equipment for meeting rooms, general sessions and the exhibit floor,” said Harald Thiel, President of AVW-TELAV Audio Visual Solutions, Canadian Division.

On behalf of the APEX Commission and the Convention Industry Council, Julie Finnell Jones, APEX Project Manager, would like to recognize Sandy Biback’s volunteer work for APEX (Accepted Practices Ex-change). Sandy is the Principal/CEO of Imagi-nation+ Meeting Planners, Inc. in Toronto, Ontario. APEX, an initiative spearheaded by the CIC, is uniting the entire meeting, convention and exhibition industry in the development and eventual implementation of voluntary standards, which are called accepted practices. When the accepted practices are implemented, they will result in: eased communication and information sharing; streamlined processes that significantly reduce duplication of effort, increase operational efficiencies and result in cost savings and acknowledged measures of comparison and evaluation for improved decision-making. In short, it will make the industry more efficient, freeing up valuable time to devote collaborative energies to broader, more pressing industry issues.

Sandy’s contribution to the initiative has enabled significant progress to be made in reaching its goals. APEX is composed of 7 panels addressing the various aspects of the industry. Sandy is the co-chairperson of the Resumes & Work Orders Panel which is designed to develop recommended industry accepted practices for preparing and sharing complete resume and work order instructions/details for meetings, conventions, and other events.

MILESTONES

The Four Points by Sheraton Toronto Airport recently honored 28 employees for their dedication and loyalty as the hotel handed out its Long Service Awards. Employees who marked a landmark anniversary of employment with the hotel were honored for their commitment to service excellence. Of the 28 honored, there were twelve five-year employees, one 10-year, six 15-year, four 20-year and five 25-year employees. “These are dedicated employees from all departments including housekeeping, kitchen, conference services, banquets, restaurant and room service. All have contributed to the success of our hotel and should be extremely proud of their individual contribution over the years.” said Ali Bassit, the hotel’s general manager who also reminded the group that the hotel will celebrate it’s 25th anniversary this year.

The catering department at Casa Loma has achieved its highest ever annual revenues for the 2001/2002 season. Coming on the heels of being voted Toronto’s Most Beautiful Building* and being ranked third in a national listing of the country’s top 100 event venues by this magazine’s readers, it comes as no surprise that Casa Loma is becoming the location of choice among leading meeting and event planners.