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Event management creates seamless conference experience

Regardless of meeting size, our focus is to treat people like guests. From general sessions to cocktail receptions, MotivAction knows how to transform a space to meet the needs of attendees. When an annual event had significant growth in numbers, but wanted to keep an intimate ski resort atmosphere, we utilized the best that Whistler had to offer to create a unique and successful sales meeting.

CHALLENGE

Managing Meeting Growth
An international pharmaceutical company conducts an annual national sales meeting, which has grown significantly in the past few years (475 attendees in 2015). They needed a company that understands their industry, and has experience planning and executing large meetings with multiple breakouts, events and production. This meeting has traditionally been held in ski destinations, which have smaller hotels, meeting space and offsite venues.

Making the Destination the Right Fit
MotivAction negotiated a buyout of the Fairmont Whistler and contracted three additional hotels and four condo properties to accommodate the meeting attendees, onsite staff, production staff and speakers. Meeting space needs were extensive, including a general session room for all attendees and 45 breakout rooms. Offsite venues were required for evening functions, with few options in Whistler that could accommodate a group this size. Outdoor spaces with winter tents allowed for larger capacities. Events included a Super Bowl party, Welcome Reception at the Squamish Lil’ wat Cultural Centre, Awards Reception and Dinner at the Whistler Conference Centre, four restaurant buyouts and a mountaintop Final Night Reception and Dinner at Roundhouse Lodge.

BY THE NUMBERS

  • 475 meeting attendees
  • Four hotels plus four condo properties utilized
  • 45 meeting rooms used for regional breakouts
  • Three off-site venues
  • Four restaurant buy-outs

“I have been to MANY national sale events… These continue to be the best and most productive of them all. I return home more geared up then before I attended!!!” 

—Meeting Attendee
  • Category: Case Study
  • Created by:Jacqueline Fischer
  • Completed on:June 7, 2019

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