Meetings and Events Guide – OttawaValley

Meetings
Events
Guide
&
Meeting and event venues in the Ottawa Valley.
Why Face to Face Meetings Matter
In the age of technology, do
face-to-face meetings still
matter? That’s for you to decide,
but here are some things you
might want to consider:
Body Language
Communication
How many times have you sent
a text message or email, and
someone thought you were
angry or upset? We tend to
forget that our body language
plays a major role in our
communication. Body posture
and facial expressions are as
important as what you say. This
is lost in phone conversations
and conference calls.
Ensure Engagement
When is the last time you sat
down and talked on the phone
without doing anything else?
People get distracted and do
other things while on the phone.
Face-to-face tends to lead to
better engagement.
Clarify Meaning
Do you ever leave a phone call
still wondering what the
solution was? Conference calls
Meetings
Events
Guide
The Meetings & Events Guide is
published by Ottawa Valley
Business Group. It is distributed
locally as an e-publication, and
is made available to meeting
planners and associations with
interest in hosting events in the
Ottawa Valley. The Guide is free
to obtain.
Greater Efficiency
Do you find phone calls can
drag on forever? That’s because
face-to-face meetings tend to be
shorter than conference calls.
When you are physically with
someone in a meeting, there is a
greater pressure to get straight
to the point so that each party
can leave in a reasonable
amount of time. Over the phone,
there is less urgency to be
efficient and a lot of time is
actually wasted with little being
accomplished.
How To Hold Sustainable
Meetings and Events
&
Meeting and event venues
in the Ottawa Valley.
can lead to a misunderstanding
within the team either due to a
lack of communication or
because the medium is not
conducive to individuals asking
for a better meaning.
Drive Participation
How many times have you been
in a conference call and muted
yourself? When everyone is in
the same room, it encourages
people to participate. You can't
just go sit in the corner ignore
or mute the meeting unlike
conference calls.
Consider the possibility of a paperless meeting/event.
Have your caterer use china instead of paper and plastic.
Consider car-pooling or walking to the venue.
You could have a reward for those who do.
Advertising & Editorial
Paige Foschia
Distribution & Support
Kallie Papkie
Marketing & Design
Jennifer Layman
This guide is available online at:
www.meetinthevalley.com
www.ovbusiness.com
www.travelourbackyard.com
The Meetings & Events Guide is
an annual publication. To be
included in the 2015 edition,
you can be put on our the
information list by contacting:
Phone: 613-732-7774
admin@ovbusiness.com
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
Put the recycling box in a visible area.
Encourage employees to turn off electronics
and power strips when not in use.
Use double sided paper if you
decide to print.
Holding your event during the
day saves energy because you
won't be using artificial lighting.
Avoid water bottles by using a
water jug and glasses instead.
Require participants to confirm their
attendance to minimize excess food
ordering and waste.
Publicize your event electronically,
by email, and in existing publications
instead of mass mailings.
PAGE 1
Top 10 Business Meeting Complaints
1
2
3
4
(and how to solve them!)
COMPLAINT: Disorganized,
rambling meetings.
SOLUTION: Provide an agenda
beforehand with an objective of
what the meeting will be about.
5
6
7
COMPLAINT: People who
interrupt and try to dominate the
meeting.
SOLUTION: Assign a facilitator
to keep the meetings on track.
COMPLAINT: Cell phone
interruptions.
SOLUTION: The facilitator can ask
for phones to be on silent or off.
COMPLAINT: People who
fall asleep.
SOLUTION: Use interactive
ideas and videos to keep the
audiences attention.
COMPLAINT:
No bathroom breaks.
8
9
10
COMPLAINT: No written recap of
the meeting outcomes.
SOLUTION: Take at least
one 10 minute break
depending on the length of
the meeting.
SOLUTION: Within 24 hours after
the meeting, send an email to the
attendees with the meeting
outcomes. Also, discuss at the end of
the meeting to ensure everyone
understands what they're to do next.
COMPLAINT:
No refreshments.
SOLUTION: Have
coffee/water available, and a
caterer if the meeting is long
or through meal times.
COMPLAINT: People
leaving early/arriving late.
SOLUTION: Give plenty
of notice to attendees on the
date and time.
COMPLAINT:
Meetings starting late.
SOLUTION: Arrive 5-10
minutes before your
attendees and make sure
everything is ready to go.
COMPLAINT: People
who check their phones.
SOLUTION: Create a
no cell phone policy.
Graphic Design
Printed Materials
Signage Design
Banners & Booths
Managing Suppliers
Meeting with Venues
Promotion
We provide services in-house or
with trusted local contractors.
Need someone with their
feet
on
the
ground
in the Ottawa Valley?
forwardthinking
MARKETING AGENCY
2113 Petawawa Boulevard | Pembroke, Ontario
Phone: 613-732-7774 | jenn@fwdthink.net | www.fwdthink.net
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
PAGE 2
HEAD, CLARA & MARIA
COMMUNITY CENTRE
15 Township Hall Road,
Stonecliffe, ON K0J 2K0
Phone: 613-586-2526
Fax: 613-586-2596
CENTRE CULTUREL
FRANCOPHONE DE PEMBROKE
303 Rue James,
Pembroke, ON K8A 4V1
Phone: 613-732-7730
Fax: 613-735-0447
NORWAY BAY GOLF CLUB
3 Second Line,
Norway Bay, QC J0X 1G0
Phone: 819-647-2776
KENWOOD CORPORTE CENTRE
16 Edward Street South
Arnprior, ON K7S 3W4
Phone: 613-623-1988
Fax: 613-623-1989
RANKIN CULTURE
& RECREATION CENTRE
20 Rankin Rink Road
Pembroke, ON K8A 6W4
Phone: 613-732-3749
# of Function Rooms
Total Venue Capacity
Largest Capacity in
One Area
F&B On- Site?
AV Equipment
TEMPLE'S SUGAR BUSH
1700 Ferguson's Falls Road,
Lanark, Ontario K0G 1K0
Phone: 613-253-7000
# of Sleeping Rooms
Venues
N/A
3
200
120
Yes
No
Half an hour drive west of Ottawa, between Carleton Place and
Perth, minutes from Highway #7. Our authentic 200-seat
timber frame building and the surrounding forest and gardens
make it a lovely setting for country weddings or corporate
events. Or, join us for sugar-making during March and April.
No
Yes
Open year round, located just off of Highway 17. Features
include commercial kitchen, separate bar, ball field, large
washrooms. Smoke free, clean hall with easy access. Tables
and chairs available. Perfect for one day corporate and
personal events. The drive to our facility is a relaxing venture.
Reception hall equipped with a fully functional kitchen (dishes
and cutlery also). Play room available (pool table, shuffle
board, ping pong etc.) for an additional fee. We also have two
smaller meeting rooms, one can sit 8 people, the other up to
12.
temples_events@storm.ca
www.templessugarbush.ca
N/A
1
205
205
chambers@xplornet.com
www.townshipofheadclaramaria.ca
N/A
3
70
50
No
Yes
172
Yes
No
Yes
Yes
No
No
ccfp@bellnet.ca
www.ccfpembroke.ca
N/A
2
210
info@norwaybaygolf.ca
www.norwaybaygolf.ca
N/A
3
63
30
kenwood@kenwoodcorp.ca
www.kenwoodcorp.ca
N/A
3
375
290
rankincentre@rankincentre.ca
www.rankincentre.ca
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
AMENITIES
On-site 9-hole Stanley Thompson/Robert Trent-Jones designed
course. Four season dining/conference facility for 170 guests
with treetop wrap-around deck and beautiful view of golf
course. Breakaway for more intimate gathering in our lower
level facility, holds 40 guests. Breakfast, lunch and dinner
available. Just off Highway 148.
Located in the historic Kenwood Mill close to downtown
Arnprior and Hwy 417. Perfect location for meetings and
seminars. WiFi, TV, projectors and conference calling
available in meeting rooms. Food service is by The Kenwood
Kafe, located onsite.
The Centre features licensed bar, air conditioned large
banquet hall, large coat room and two smaller meeting rooms.
Perfect for meetings, weddings and private parties. Full kitchen
available. Fully handicap accessible. Centrally located on Hwy
41 in Rankin. Also features an outdoor ice rink with viewing
area and rentable dressing rooms during the winter season.
PAGE 3
# of Function Rooms
Total Venue Capacity
Largest Capacity in
One Area
F&B On- Site?
AV Equipment
HOLIDAY INN EXPRESS
8 International Drive,
Pembroke, ON K8A 6W5
Phone: 613-629-1990
Fax: 613-629-2013
# of Sleeping Rooms
Venues
75
1
10
10
No
Yes
www.hiexpembroke.com
EAGLES NEST HALL: EGANVILLE
N/A
1
250 250
No
& AREA COMMUNITY CENTRE
178 Jane Street,
Eganville, ON K0T 1T0
rec@eganville.com
Phone: 613-628-2613
www.bonnecherevalleytwp.com
Fax: 613-628-1336
PEMBROKE GOLF CLUB
253 Golf Course Road,
Pembroke, ON K8A 7M1
Phone: 613-732-1665
Fax: 613-732-3206
N/A
1
140
140
Yes
Yes
Yes
JOCKOS BEACH RESORT &
MOTEL
5253 Calabogie Road,
Calabogie, ON K0J 1H0
Phone: 613-752-2107
20
No
No
40
Yes
Yes
PERTH MANOR
BOUTIQUE HOTEL
23 Drummond Street West,
Perth, Ontario K7H 2J6
Phone: 613-264-0050
20
No
Best for spring and fall seasons. Casual venue. 9 hole golf
course, great for a day event. Closed November to March.
Catering available onsite.
jockosbeach@live.ca
www.jockosbeach.com
6
2
60
events@perthmanor.com
www.perthmanor.com
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
Located close to Hwy. 60 in Eganville. AC hall with full kitchen,
WiFi. For weddings, stag & doe's, theatres, meetings and
birthday parties. Seasonal ice surface rental available for
birthdays, family functions and tournaments. Off season ice
pad for rent, capacity of 800: for weddings, fundraisers, yard
sales and large events.
Closed January to March. Full catering available. Great venue
for weddings and large gatherings. Room can be made smaller,
or used fully. Add a round of golf for a full day event.
N/A
1
75
75
ISLAND BRAE GOLF CLUB
Route 148 West,
Morrison’s Island, QC J0X 1M0 braegolf@nrtco.net
Phone: 613-732-9022
www.islandbraegolf.com
1
Brand new smoke-free hotel located directly off Trans-Canada
Highway 17. We have a large accessible room for small
gatherings in the evening (not private) and a boardroom. Free
WiFi. Indoor heated saltwater pool, fitness centre, luggage
room and complimentary hot buffet breakfast. Local catering
available.
No
pembygolf@nrtco.net
www.pembrokegolfclub.ca
20
AMENITIES
Open year round. Comfortable accommodations include a
Lakeside House, Chalets, Seasonal Log Cabins and Motel
Efficiency Units. Catering available for meetings and events.
Close proximity to all recreational activities. Complimentary
WiFi. Just an hour's drive from Ottawa.
Built in 1878 on an acre of property in downtown Perth. Fully
licensed, catering available on site. WiFi available
throughout. Ideal for corporate events, dinners and retreats.
Close to regional amenities. Voted #1 property in Perth on
TripAdvisor. Six suites and rooms includes full hot breakfast
from a menu.
PAGE 4
# of Function Rooms
Total Venue Capacity
Largest Capacity in
One Area
F&B On- Site?
AV Equipment
SANDS ON GOLDEN LAKE
13163 Highway 60
Golden Lake, ON K0J 1X0
Phone: 613-625-2525
# of Sleeping Rooms
Venues
30
1
120
120
Yes
Yes
events@sandsongoldenlake.com
www.sandsongoldenlake.com
AMENITIES
Located on Highway 60, the Sands on Golden Lake is the perfect
venue to get down to business, recharge and grow. Intimate
four season lakeside conference facility, directly located on
the waterfront level with walk out to the beach. Chalet/Cottage
rooms available for breakout sessions. WiFi available.
60
45
No
Yes
An excellent venue for a business meeting or small gathering
in the Airport Terminal building. Additional meeting space
available in hangar (classroom and additional space). Secure,
plenty of parking, single-floor access. Cafe area available to
have coffee/tea and fridge for goodies. Ordering available.
150
150
No
No
We have plenty of space for outdoor gatherings or for family
reunions where outdoor gathering places are suitable. A great
lodge on a wonderful lake. Great for fishing, skiing, and
enjoying outdoor activities. Bring your business out for a
casual overnight working visit, or book for a family event.
1
25
25
No
THE CANADIAN CLOCK MUSEUM N/A
PO Box 1684, 60 James Street,
Deep River, Ontario K0J 1P0
enquiries@canclockmuseum.ca
Phone: 613-584-9687
www.canclockmuseum.ca
Yes
Looking for a unique meeting venue? Consider Canada's only
Clock Museum. A great location for a small group with an
ambience that is second-to-none. Easily accessed off Highway
17 in Deep River. Open daily June-August and open TuesdaySatuday, September-May. Hours by appointment as well.
PEMBROKE & AREA AIRPORT
176 Len Hopkins Drive,
Pembroke, Ontario
Phone: 613-687-5300
BASS LAKE LODGE
RR#1, Lombardy, ON K0G 1L0
Phone: 613-283-0136
Toll Free: 1-888-755-6343
Fax: 613-283-6832
N/A
2
info@flycyta.ca
www.flycyta.ca
10
0
basslakelodge@bellnet.ca
www.basslakelodge.ca
PAUL J. YAKABUSKI CENTRE
2
1085 800
Township of Madawaska Valley N/A
65 Arena Road,
Barry's Bay, Ontario K0J 1B0
info@madawaskavalley.ca
Phone: 613-756-2747 ext.220 www.madawaskavalley.ca
Fax: 613-756-0553
KIWANIS FIELDHOUSE
961 Pembroke Street West,
Pembroke, Ontario K8A 5M3
Phone: 613-735-7773
N/A
1
70
70
No
Yes
No
Yes
fieldhouse@pembrokekiwanis.org
www.pembrokekiwanis.org
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
Indoor rink, hall, outdoor rink and ball fields. Open yearround. Meeting space in upstairs lounge is available yearround. Capacity of 285 people. Downstairs available in
summer only. Rink surface holds 800. Two full kitchens for
caterers with dishes and cutlery available. Canteen during
winter.
Beautiful setting along the Ottawa River. Convenient location
between Pembroke and Petawawa. Chair lift, modern kitchen
can serve 60 sit-down meals. Podium and white board. Known
by local caterers. Balcony with BBQ. Suitable for 70 people
with 24 tables and 80 chairs. Sample set-ups on website.
PAGE 5
&Events Suppliers
Meetings
ELECTRICIAN
LOCAL TOURISM
MARKETING
YEMEN ELECTRIC
4-470 O'Brien Road,
Renfrew, Ontario K7V 3Z2
Phone: 613-432-6593
Fax: 613-432-6174
info@yemenelectric.com
Serving the entire Ottawa Valley, our trained electricians can
make sure your event runs smoothly for electrical needs. We
handle a variety of commercial operations, generators,
lighting and more. Dependable and reliable service. We are a
licensed electrical contractor.
TRAVEL OUR BACKYARD
2113 Petawawa Boulevard,
Pembroke, Ontario K8A 7G8
Phone: 613-732-7774
travel@travelourbackyard.com
www.travelourbackyard.com
Looking to add extra events into your conference or event? For
a great list of local tourism attractions and things to do, visit
Travel Our Backyard for ideas. Plus access a seasonal guide of
101 Things to Do which can provide ideas for the season.
Whether it’s a larger event or a smaller group, there is plenty
to do for activities in the area.
FORWARD THINKING MARKETING AGENCY
2113 Petawawa Boulevard,
Pembroke, Ontario K8A 7G8
Phone: 613-732-7774
jenn@fwdthink.net
www.fwdthink.net
Forward Thinking provides full event management services.
In-house services include graphic design of print materials,
banners, signage and more. We also coordinate and manage
speakers, photography, set-up and extracurricular events. If
you need a contact on the ground, we are the company to call.
Absolutely Everything
you need for an event
From tents to tables, linens to
lighting, we can make any space
incredible. Let us set up your next
personal or corporate event and
see the difference that comes with
using professional design.
Serving the Ottawa Valley.
120 Staye Court Drive
Arnprior, ON K7S 0E7
Phone: 613.623.6612
sarah@priorengagements.ca
www.priorengagements.ca
Complete indoor and outdoor
setting-design available.
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
PAGE 6
&Events Suppliers
Meetings
PROFESSIONAL
SPEAKERS
CANADIAN ASSOCIATION OF
PROFESSIONAL SPEAKERS
133 Marshfield Street,
Ottawa, Ontario K4A 4N2
Phone: 613-702-4453
info@capsottawa.ca
www.capsottawa.ca
Need a speaker for your next event? The Canadian Association
of Professional Speakers (CAPS) provides a listing of experts
who speak professionally on a number of topics for your
corporate event. We are not a booking agency - all bookings
are done with the speaker directly. We do provide a listing of
speakers in close proximity to the Ottawa Valley.
PARTY RENTALS
PRIOR ENGAGEMENTS
120 Staye Court Drive,
Arnprior, Ontario K7S 0E7
Phone: 613-623-6612
sarah@priorengagements.ca
www.priorengagements.ca
With 24 years in the event planning industry, Sarah Robertson
has planned hundreds of weddings, fundraisers, galas, home
parties and corporate events. Prior Engagements is a fullservice rental company offering everything you need to make
your occasion great. We also offer event planning services.
MADAMEEK RESTAURANT
Locations in Pembroke and Petawawa
Phone: 613-687-6872
fadid@madameek.com
www.madameek.com
Authentic Lebanese food that the locals love. We offer catering
for lunch, dinner and appetizers with no limit on the number of
people involved. Great catering choice for vegetarians and
those with diet concerns. Restaurant opened in honour of
fallen soldier Mark Diab. Truly local and proudly Canadian.
CATERING
Your event can be productive, and also be
Relaxed and Fun
Bring your event to the
Island Brae Golf Club for a
fun and relaxing day at the
golf course. Perfect for those
new to golf and for individuals
who just want to join up
after golf.
Event enhancements: group golf lessons, speaking by
local golf professionals, 2K golf course walk and more.
9 Hole Course | Seating for 75 | Catering Available
Open with the golf season (May-October) for events.
www.islandbraegolf.com | braegolf@nrtco.net
Phone: 613-732-9022 | Highway 148 Morrison’s Island
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
MEET. GOLF. DINNER.
SPEND THE DAY WITH US!
18 HOLE GOLF COURSE
DINING ROOM FOR 200 PEOPLE
TOTAL GOLF SERVICES AVAILABLE
CLOSE TO YOUR ACCOMMODATIONS
Group lessons available
Power cart rentals
Complete catering options
Cocktail hour
Conveniently located
613-732-1665
WWW.PEMBROKEGOLFCLUB.CA
LOCATED ON GOLF COURSE ROAD IN PEMBROKE
PAGE 7
Brain Foods To Help You Concentrate
The brain receives about 20% of
the energy we obtain from food and
functions based on the amount of
energy it obtains.
Caffeine
Found in coffee, chocolate, energy
drinks, and some medications,
caffeine gives you a wake-up buzz,
though the effects are short term.
However, make sure you don't
overdo it on caffeine as it can make
you jittery and uncomfortable.
Something Sweet to Drink
Sugar is actually your brain's
preferred fuel source, not table
sugar, but glucose, which your body
process from the sugars and carbs
you eat. A glass of something sweet
to drink can offer a short-term boost to
memory, thinking and mental ability.
However, make sure you don't have too
much as it could impair your memory and
pack on the pounds.
Eat Breakfast to Fuel Your Brain
Studies have proven that eating breakfast
can help improve short-term memory and
attention. Foods at the top of researchers'
brain-fuel list include high-fiber whole
grains, dairy, and fruits. Overeating at
breakfast hinders your concentration.
Fish
Rich in omega-3 fatty acids that are key for
brain health. They may play a vital role in
enhancing memory, especially as we get
older. It is recommended to eat two servings
of fish weekly.
Nuts & Chocolate
Nuts and seeds are good sources of the
antioxidant vitamin E, which is linked to
less cognitive decline as you age. Dark
chocolate also has the other powerful
antioxidant properties, and it contains
natural stimulants like caffeine, which can
enhance focus. You can enjoy up to
an ounce a day without having to
worry about excess calories, sugar
or fat.
Avocados & Whole Grains
Every organ in the body depends
on blood flow, especially the heart
and brain. A diet high in whole
grains and fruit such as avocados
can cut the risk of heart disease and
lower bad cholesterol. This reduces
your risk of plaque buildup and
enhances blood flow, offering a
simple, tasty way to fire up your
brain cells.
Blueberries
Research in animals has shown that
blueberries may protect the brain
from damaged cause by free radicals and
may reduce the effects of age-related
conditions such as Alzheimer's disease or
dementia.
It's All About Balancing
Aim for a well balanced diet full of a wide
variety of healthy foods. If your diet lacks
essential nutrients, it can hurt your ability to
concentrate. Eating too much or too little
can also interfere with your focus.
Why Drive Here When You Can Fly!
The Airport is used
by several employers
in Renfrew County,
including the two
largest employers:
AECL and
Garrison
Petawawa.
The Pembroke & Area Airport can arrange chartered flights for individuals
looking to fly to a meeting in this area, or fly from this area to attend a
meeting elsewhere. .
The Airport is owned
by six municipalities:
Laurentian Hills,
Petawawa, Pembroke,
Laurentian Valley,
Deep River and
Whitewater Region.
For companies wishing to fly into YTA, we are a certified
airport with a 5,000 foot runway. Local hotels offer day rates
for pilots if the meeting does not require an overnight stay.
Services at the Airport:
De-icing cart, 28-volt ground power unit,
100LL and JetA1 fuel, aircraft grooming
and maintenance.
Airport staff are
available 24 hours
a day, 7 days a
week to support
emergencies and
business transport.
Airport staff are pleased to assist with
taxi and accommodations bookings.
Pembroke &Area
w w w. f l y C Y TA . c a
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
AIRPORT
We make it possible.
176 Len Hopkins Dr.
Petawawa, Ontario
Phone: 613-687-5300
info@flycyta.ca
www.flycyta.ca
PAGE 8
There’s An App For That
GoToMeeting
This app is free to
download for Apple
users, however there
are some features in
the app that you may
have to purchase.
When you attend a
meeting, event or class
using the app, you can
view slide presentations, design
mockups, spreadsheets, reports and
more.
My Party Free Event Planner
This app is for
Android users. It
helps you keep
track of any
expenses/income for your event.
Meeting
Minutes Pro
This Android app
costs $3.49. It
helps store and
track meetings,
participants, agenda, discussions
and action items.
Bizzabo
Both Apple and Android users can use
this app to give attendees a mobile
agenda, network capabilities and
creates a social buzz about your event.
Meeting Space Calc
This is a free Apple app
that helps determine
what the capacity would
be for various room
configurations at venues.
Evernote This Apple app acts as your mobile filing cabinet. It helps
organize your venue research, coordinate travel itineraries and share
notes with other app members...and it scans business cards.
Super Planner
This $9.99 Apple and Android
app provides a variety of
planning tools and useful tips.
It has a calculator for venue
capacity, staffing, staging,
projection and dance floor.
Meeting REC
This 99-cent app is for
Android users. It takes
accurate minutes during
meetings, can record and
track up to 8 voices, and tags
each individual voice.
Event Planning
for Your Business
This is a free Apple
app you can
download to help
you plan and
organize your event.
It helps you learn
the ins and outs of
booking a venue,
renting equipment,
and managing flow
from experienced
event planners.
Browse useful legal
documents such as
rental agreements
and vendor
contracts, or read
the free eventplanning guide.
A Venue That Inspires...
Your hosts, Linda and Gordon Craig, invite you to Perth Manor,
a gorgeous 1878 home in the heart of downtown Perth, that is
now a Boutique Hotel and Reception Facility.
Perth Manor provides a variety of meeting space options up to
60 people (up to 100 outdoors in the tented gardens) with full
catering available on site. For personal events, consider us a
unique venue that will add charm and character to your reason
for getting together.
A Simply Elegant venue.
23 Drummond Street West, Perth, Ontario | Phone: 613-264-0050 | www.perthmanor.com
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
PAGE 9
Tips on Making Your Meetings Successful
Address important matters first and put
unfinished business on the agenda for
the next meeting.
Email an agenda Create the appropriate atmosphere, dress
appropriately and act appropriately.
24 hours in advance.
Short and structured meetings get things done.
One single hour
can make a
difference on your
planning, so you
really need to
anticipate
time frames.
Start and
end on time.
Set expectations carefully,
then deliver.
Meetings that are run properly
save time, increase motivation and
productivity and solve problems.
Attitude is
contagious.
If you’re cranky,
it will catch on.
Create a budget.
Get all of your agreements
(venue, caterers, etc.) in writing.
Tents would be a
smart idea for an
outdoor event as
the weather is
unpredictable.
Build a 10% contingency into your
budget for unexpected expenses.
Follow-up by email within 24 hours.
Challenge ideas rather than people.
Book
everything
you need in
advance
to avoid
disappointment.
Don’t
procrastinate.
Effective
meetings
will keep your
employees
coming back.
Arrive 5 minute early.
Make Your Meetings
Memorable
The Ottawa Valley has many activities
that you can add to your meeting
or event. Whether it’s land or
water, winter or summer,
you can hike, paddle, ski,
tour or more!
www.travelourbackyard.com
Our website hosts magazines of local activities
for all seasons. The most recent magazine is
free to download. If you’re not sure about
whether a venue can work for your event, just
ask us and we can source information for you.
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
101 Things To Do
In the Valley
Need an activity to add on to
your event in a hurry? See our
free list of 101 Things to Do in
the Valley. Updated for every
season.
Travelour
Backyard
Summer Magazine
Winter Magazine
101 Things to Do
in the Valley
Need Help? Just Ask Us!
We connect with local travel and tourism
operators all the time so if you have questions
about booking a facility or choosing an activity,
just give us a call or send us an email. Sometimes
it’s helpful to talk to someone about event
planning in the region.
PAGE 10
Meeting Planner's Checklist
Use this checklist to be sure that you have covered all the important steps in preparing for an effective meeting
HAVE YOU...
YES
NO
NOTES
1. Identified the purpose of the meeting?
2. Identified the objectives of the meeting?
3. Selected the participants and identified roles?
4. Identified the decision-making process (ie: manager, attendees)?
5. Decided where/when to hold the meeting and confirmed availability?
6. Identified and confirmed availability of any needed equipment?
7. Notified participants of when and where?
8. Developmed a preliminary agenda with purpose and objectives?
9. Sent a preliminary agenda to key participants and other stakeholders?
10. Finished the agenda and distributed it to all participants?
11. Sent any reports or items needing preparation to participations.
12. Verified that all key people will attend?
13. Prepared yourself (ie: drafted presentations,printed handouts,etc.)
AV Equipment
Full Catering
Restaurant
Free WiFi
Lakeside Spa
Chalet
Cottages/Rooms
Local Sites
Entertainment
Guided Tours
Watercraft
Four Seasons
a truly
inspirational
environment
THE DEACON ROOM
The Deacon Room is located at waterfront
level and is licensed for 120 people. With an
easy walk-out to the beach, it is an intimate
setting for an event or conference.
Four-season Conference Facility
Meet. Stay. Explore.
For a classy and functional venue for
your next event or meeting, we invite
you to consider The Sands.
13163 Highway 60, Golden Lake, Ontario
Phone: 613-625-2525
www.sandsongoldenlake.com
MEETINGS & EVENTS GUIDE: OTTAWA VALLEY
PAGE 11