Planner's Perspective - Across the Borders

Kelly Peacy
CAE, CMP; Senior Vice President;Meetings and Events;PCMA; Chicago, Ill.

CANADA

• Describe your event in Canada. With 3,500 attendees, PCMA’s Annual Meeting is our most important event of the year. We were very excited to showcase Toronto as a vibrant meetings destination, representing our first meeting outside of the U.S.


• Did you have any major concerns or misconceptions about the destination or holding an event there that were dispelled once it came together? One concern is that we would have difficulty with the currency translation and understanding GST/PST as it related to our budget. It took some careful hand-holding by our friends at the Toronto CVB and Metro Toronto Convention Centre, but we eventually figured it all out, and they were helpful in getting us all the proper documentation for tax rebates and other considerations.


• Did you find the customs process efficient? Yes, however we did engage a customs broker to assist us and that service was invaluable. When our final programs were stuck on a skid in Canadian customs, they came to our rescue by contacting the proper channels, and we received the programs in time.


• What makes Toronto ideal for meetings and incentives? Toronto is a large, cosmopolitancity with terrific airlift and abundant arts and culture.


• What did your attendees seem to enjoy the most about the destination? The big-city, urban feel was a major plus, along with the convenience of Toronto’s proximity to the East Coast and Midwest, where most of our attendees came from.


• What other types of groups would fit well with Toronto? Really any group would fit well in Toronto, but especially any group with a “green” focus. The Metro Toronto Convention Centre helped PCMA execute its first Zero Waste meeting, and the facility has a very strong focus on reducing a meeting’s environmental footprint.


• What local suppliers did you utilize? Toronto is extremely accustomed to hosting groups from the U.S., so local suppliers definitely understand the questions that will be asked of them from U.S. planners. Our host committee used a variety of local DMC and transportation companies to create an incredible experience for our attendees.
• Would you return? Absolutely!


• Do you have any advice for other planners who might bring a meeting to Toronto? Get a good understanding of the dollar conversion/rate of exchange especially as it relates to forecasting and budgeting. Be sure to include all of your hotel rates in Canadian dollars, and remind all attendees to bring their passports!

MEXICO

• Describe your event in Mexico. PCMA recently held our annual Partnership Summit over a long weekend in Cancun. This VIP fundraising event was attended by approximately 250 top-level meeting planning professionals, their guests and representatives from 25 sponsoring companies. With education, networking and activities such as golf, spa treatments and water sports on the agenda, the intimate setting allowed for maximum networking, interaction and productivity.


• Why did you decide to host the meeting in Cancun? Cancun was an ideal choice because of its resort and spa accommodations and outdoor activities. It is less than a three-hour flight from Dallas, our airline partner’s hub city.


• Did you have any major concerns or misconceptions about the destination or holding an event there that were dispelled once it came together? Shipping our meeting materials was an initial concern, but helped by our hotel partners, we had no trouble getting our boxes. In terms of language barriers, our convention service and reservations managers all spoke perfect English, so all requests were handled to our specifications.


• Did you find the customs process efficient? Yes!


• What makes Cancun ideal for meetings and incentives? Cancun is beautiful, casual and relaxing, with warm, friendly and hospitable residents, and it offers plenty of options for active attendees. There was something for everyone.


• What did your attendees seem to enjoy the most about Cancun? Being on the beach and experiencing the international flair without traveling hours to get there.


• What other types of groups would fit well with Cancun? I think any group that focuses on environmental issues would be a great fit for Cancun. The region has such depth in terms of ecology, rainforest type environments, the sea, etc.


• Did you incorporate any interesting excursions or activities into the agenda? Off-site trips to the Mayan ruins of Chichen Itza and the eco-archaeological park of Xcaret were highlights for our attendees.


• What local suppliers did you utilize? Our DMC was indispensable in helping with group dinner reservations, tours, excursions and airport ground transfers. Don’t hold a meeting in Cancun without using a DMC.


• Would you return? Absolutely! We are returning for a small program in November 2011.


• Do you have any advice for other planners who might bring a meeting to Cancun? Be sure to prep your attendees on airport procedures, passport and customs/immigration expectations. We sent all attendees a handy “What to Know Before You Go” e-mail in advance outlining in specific detail everything they needed to know about going to Mexico—and it was very much appreciated.