Each inn features attractive, well-equipped meeting spaces, elegant accommodation, unsurpassed attention to detail and personal service. Combine this with a unique blend of natural and architectural surroundings, and you have a site that is conducive to creative thought and productivity. And Ontario's Finest Inns gift certificates make a thoughtful addition to your corporate reward program.

From conferences to executive retreats, your business meetings are more successful at one of Ontario’s Finest Inns.

Here is a checklist of topics you’ll want to consider.

	Estimate the number of participants. Don’t forget to consider staff, customers, dealers, and manufacturers. Will spouses (and children) be attending? You can sometimes use past meeting attendance records for assistance. Do not underestimate.
	Determine what expenses will be covered by the host organization and what expenses will be covered by the attendee (remember rooms, meals, social functions, recreation, spa services, travel).
	Decide when to hold the meeting and arrival/departure dates. Being flexible helps to ensure you can book the inn of your choice. Consider that….
	Determine the best geographic location. Consider climate, recreation or tourist attractions, accessibility and location image?
	Identify which inns within your chosen geographic location meet the requirements for accommodation space, meeting space, function space, recreation, and accessibility to airports or other transportation.
	Meet with the innkeeper or inn conference planner to discuss food and beverage arrangements meeting room requirements recreation program spousal program Ontario's Finest Spas accessibility for those with physical challenges are other groups meeting at the inn at the same time ground to airport transportation (costs, travel time and availability) entertainment (the inn can make excellent recommendations)
	Make sure all financial details are in writing, and cover items such as taxes rates deposits tips rooms recreational activities timing of payments cut-off dates for rooms and meals billing: master or individual billing
	Determine whether the inn can help with meeting logistics, and if so, determine the name and contact information for one inn staff member who can handle your needs.
	Select meeting rooms that are appropriate for your audience and presentation style. Consider the following: sound insulation room layout (theatre, u-shape, classroom, board, etc.) space needed for displays availability for setup and take-down sound system check
	Select the proper size rooms for food and beverage functions. Can the inn handle special dietary requests? Determine start and finish times for bar service.
	With your inn contact person, develop a general scenario of events, from the arrival of participants through to departure. Consider the following: airport greeting and transport to inn (group or individual) registration: front staff to hand out badges, group registration cancellation procedures a-v requirements F & B requirements room setup and turnaround times leisure time activities, spa services that need to be booked
	Determine whether the inn can store any materials needed at the meetings, such as literature, display cases and boards. If the inn can store these materials, then determine how the printer should address the materials to ensure delivery.
	Make sure invitations and follow up mailings go out well in advance of hotel cut off dates for rooms and food.
	Plan to arrive early to allow adequate time for set-up rehearsals, and problem solving.
	With the inn staff, do a last minute check of the meeting room for lighting, temperature, water (at the podium and for attendees), displays, a-v equipment and sound system, and modem connections.

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