Earlier this month, we successfully pulled off a destination conference in Canmore, a scenic 400 kilometres from our Edmonton home base. While everything went smoothly, planning a packed three-day event in a different location definitely came with its own challenges. After months of organizing that kicked off back in fall 2023, we learned a lot and are excited to share some key insights with anyone thinking of hosting their own conference away from home!
1. Site Visits
One of the most valuable decisions we made was conducting a site visit a full year in advance. As event planners, site visits are a standard part of our process, especially when booking an unfamiliar venue. Seeing the space in person allows us to visualize the event flow from the perspective of the attendee, spot potential logistical issues, meet with the venue management team, and start planning how we’ll use the venue to its fullest.
Even for venues we've used before, we still make it a point to conduct site visits. This ensures we're up to date with any changes that may have occurred since our last event. It also gives us a chance to assess the space for new event requirements, different attendee volumes, or fresh ideas for layout and décor. No matter how familiar we are with a location, there's always value in seeing it again through the lens of the specific event we’re planning.
2. Communication is Key
Planning remotely comes with its own set of challenges, particularly when the event location is far from your home base. Since we’re based in Edmonton, but the event took place in Canmore, effective communication became a critical part of the planning process. While local events afford the convenience of face-to-face meetings, a destination conference means relying on virtual tools to maintain the same level of coordination.
One important thing we did was establish and maintain regular communication with all collaborators—our client, local vendors, and the venue. To ensure nothing fell through the cracks, we set up structured check-ins via video calls, email, and phone. These regular touch points helped us stay on top of deadlines, align on decisions, and troubleshoot issues as they arose. We made it a priority to maintain transparency and clarity in all communications, sending follow-up summaries after each call to confirm action items and next steps.
3. Balancing Local and External Vendors
For this conference, we teamed up with vendors from Edmonton, Calgary, and some fantastic locals from Canmore. We chose to work with our Edmonton-based vendors because we trust their work and know they can deliver great service, which gives us peace of mind for our clients. However, we also recognized that bringing in vendors from outside can come with extra challenges, like travel costs, accommodations, and transporting equipment.
Partnering with local businesses was a priority for us, and it turned out to be a big success! Locals are not just experts in their field; they also understand the area and by choosing to work with them, our client can contribute to the local economy, which is something we love to support. It’s all about striking the right balance—knowing when to rely on our familiar contacts and when to lean into the local community to make the most of the resources available.
5. Special Considerations: National Park
Planning an event in Canmore required some special thought due to the town's proximity to Banff National Park. Because we planned activities in the National Park, we had to check for any necessary permits from Parks Canada and ensure we had the logistics handled for attendees. Canmore is also a mountain town, and because the conference happened in late fall/early winter, weather is something that we considered for driving safety and viability of outdoor activities. Weather is Alberta is already unpredictable, but throw in the mountains and good luck!
Bringing this destination conference to life in Canmore was a testament to the power of teamwork in every way, the value of flexibility, and the rewards of thoughtful planning. Working in such a beautiful location made every challenge worth it, and it reminded us just how much an inspired setting can elevate an experience. From creative local partnerships to navigating the unique logistics of a mountain town, we’re leaving with unforgettable memories, a trove of valuable lessons, and a renewed passion for making each event better than the last. Here’s to more adventures—and more amazing collaborations—ahead!
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