Event Planning Tools
Discount Booking Codes
We want to help make it easier for your delegates to get here! Register for discount booking codes with our transportation partners below.
Off-site Venues
Ottawa is home to spectacular off-site venue options that can accommodate all your programming needs. Explore our selection of off-site venues.
For more information on our spectacular list of off-site venue options, please contact Ottawa Tourism’s Event Services Specialist.
Welcome Letters
We are happy to provide your group with a welcome letter from the Mayor of Ottawa and/or the President & CEO of Ottawa Tourism. If you are interested in receiving one of these letters, please send us the preferred language (English, French, or bilingual) as well as the name of the conference to which you would like the letter addressed.
Click HERE for an example welcome letter from His Worship Mayor Mark Sutcliffe and Michael Crockatt, President & CEO of Ottawa Tourism.
Volunteers
If you require additional on-site volunteer staff during your event, the Algonquin College Event Management program requires students to complete on site event support to apply what they learn in the classroom. This Work Placement is a great way for students to gain on-the-job experience before they enter the job market and for you to have motivated volunteers for your event. Click HERE for more information on this program and how to apply for volunteers.
Maximize the Sustainability of Your Event
Ottawa Tourism has many resources to help you host a sustainable conference while maintaining the high standards your delegates are accustomed to. Here are four great tips to get you started. There are many ways for your delegates to incorporate sustainable travel practices into their Ottawa trip itinerary. For more information on Ottawa Tourism's commitment to sustainability, please visit the Our commitment to sustainability page.
Excess Food Management
Ottawa Tourism is running Canada’s first destination-led program to maximize food recovery from the event sector in partnership with La Tablée des Chefs. Through this program, event hosts can know they're making a positive impact on the destination's community. Please visit our Food Recovery Program site for more detail and a growing list of hotels and event partners partnering with La Tablée des Chefs.
Accessibility
Ottawa Tourism is committed to showcasing accessible travel options so all tourists can enjoy the many incredible experiences Canada’s capital city has to offer.
Travel Information & Destination Information Sheets (.pdf)
Delegate Activities & Companion Programming
Flash Your Badge Program
The Flash Your Badge Program grants delegates and a guest access to discounts and special offers at participating attractions, tours, and restaurants. There is no registration required to utilize this program – delegates can simply present their badge at participating retailers to receive the advertised discount.
*Reservations may be required
Download the Flash Your Badge Program:
QR code to access the Flash Your Badge Program:
To advertise our Flash Your Badge Program and to get your delegates excited about these discounts, please download these postcards and incorporate these into your attendance building communications:
Spring | Summer | Fall | Winter
Pre & Post Travel Itineraries
We have dozens of sample itineraries highlighting points of interest for visitors of all kinds and stays of various lengths. This variety of itineraries can help you tailor suggestions to your delegates.
Summer is a season when many attending conferences here arrive early or stay after their event to experience it all. You can download PDF version of 20 must-do Ottawa summertime experiences.
Here as a winter option.
Delegate Activities & Companion Programming
We have many resources available to assist in the planning of your companion or children’s programming, as well as arranging excursions for your delegates. These resources can be used as a guide to help with organized planning or they can be shared directly with your delegates to provide ideas for self guided activities. Keep in mind that many of our major attractions offer discounts to delegates through Ottawa Tourism’s Flash Your Badge Program if they visit during their leisure time throughout the conference.
There are lots of Tours & Sightseeing options available throughout the Capital Region. Many of these providers can also offer private services for your conference.
For the savvy traveler, we have a fantastic list of Free or Nearly Free activity options in the spring, summer, fall and winter.
For more information on what is going on in the city while your delegates are in town, check the Ottawa Tourism event calendar for the most current list of events!
Attendance Building Materials
Postcards
These promotional materials are designed to help market your event. Incorporate any of these pieces into your attendance building efforts to help build excitement!
Download and use as is or edit in Adobe to add your conference logo and conference dates for a custom piece!
How to Customize:
- Download the piece you would like to customize
- Open in Adobe Acrobat
- Select ‘Edit PDF’
- Use ‘Add Image’ to include your event logo
- Use ‘Add Text’ to include your event dates
- Resave document and share
Promotional Postcards (.pdf)
Crop Marks
English: Spring | Summer | Fall | Winter
Français: Printemps | Été | Automne | Hiver
No Crop Marks
English: Spring | Summer | Fall | Winter
Français: Printemps | Été | Automne | Hiver
Save The Date Postcards (.pdf)
Include your own text to the back of these postcards to share any information you’d like delegates them to know.
Crop Marks
English: Spring | Summer | Fall | Winter
Français: Printemps | Été | Automne | Hiver
No Crop Marks
English: Spring | Summer | Fall | Winter
Français: Printemps | Été | Automne | Hiver
Microsite
The microsite is a customized landing page which connects to your conference website. This allows delegates to learn more about what there is to see and do in Ottawa while visiting your event page. It will include your logo and link directly to your website for further promotion!
Take a look at our microsite example page HERE
If you are interested in having a microsite for your conference, please send a high-resolution copy of your conference logo as well as the link to your conference webpage to Ottawa Tourism’s Event Services Specialist.
Conference Map
If your conference program includes multiple locations—such as host hotels, meeting facilities, off-site venues, or restaurants—our team can create a customized map to help your delegates easily navigate between them. We will provide you with an online map using Google My Maps, which can be integrated into your conference website, app, or other collateral.
View an example of our customizable conference map HERE.
City Maps
We are happy to provide you with tear-off city maps to have available at your registration or welcome desk. In an effort to be environmentally conscious, we suggest that you do not include these pieces in your delegate bags as we find that only approximately 1/3 of delegates make use of paper collateral. We are happy to send additional copies to your venue throughout your event should you run low. Help us make a positive impact on our environment!
To request tear off maps, please contact Ottawa Tourism’s Event Services Specialist with:
- the number of copies you would like
- the shipping address of your venue including your on-site contact
- requested date of delivery
You can also download digital versions of our City Map to post on your conference website!
B-rolls and Social Media
Images
Destination images can be downloaded from Ottawa Tourism Media Library. Our images can be used for your pre-conference promotional efforts or for materials used throughout your event. Please credit the images as indicated in the filenames.
Don’t see what you’re looking for?
Ottawa Tourism owns an image bank of more than 3,000 high-resolution shots, which can be shared upon request. Let us know what you’re after and we’ll do our best to find images that will suit your needs!
Videos
These videos have been created to help showcase Ottawa as the host destination for your event. Choose the one that you feel best speaks to your delegates and incorporate it into your attendance building efforts.
Additional destination videos can be downloaded from Ottawa Tourism’s Vimeo site. Here, you will find several videos shot in different seasons, which can be downloaded and used for promotional purposes. Please credit Ottawa Tourism.
Social Media
We recommend using social media before, during and after your event to spark interest, increase attendance and engage participants. Simply use anything and everything below to help promote your Ottawa meeting or convention.
Encourage your delegates to follow @Ottawa_Tourism and @MeetOttawa for real time information about the city and share pictures using the hashtag #MyOttawa and #MeetOttawa.
Graphics
Download destination images tailored to various social media platforms.
Sample Social Media Posts
Copy and paste or modify as needed! Remember, add a photo, insert your conference hashtag and tag Ottawa Tourism in your posts to maximize exposure. Please refer to this template document for social media captions ideas!
X
- Cross these items off your travel bucket list when you visit Ottawa for [#EventName]: gl/g9CbHW
- Need to debrief after an exciting day at [#EventName]? Do so over happy hour! Check out Ottawa’s best brew deals: gl/DZEyj6
- Coming with us to Ottawa for {#EventName]? Shop like a local to bring back unique souvenirs: gl/YshRNE
- Good news! Looks like Ottawa has several local coffee options to keep the caffeine flowing throughout [#EventName]. Check them out: gl/SdKKt6
- Fun fact: Ottawa is one of the most walkable (and bikeable) cities in Canada! Use this guide to cycle during your stay for [#EventName]: gl/qnAVRt
- [#EventName] connects the best [insert event industry topic] in Ottawa, Canada’s capital. Join [#]+ attendees, [#]x companies and [#]x speakers at this [x]-day event. Join us on [date] at the [venue].
- We’re thrilled to announce [x] as a partner for [#EventNam]! Join us in Ottawa, Canada on [date]. Register now [link].
- Thank you [venue] for hosting [#EventNam] and to all [#]x attendees! Here’s a recap [insert link/photos].
- Don’t miss out on [#EventName], a [x]-day conference featuring industry leaders [names] in Ottawa, Canada!
- This year, OTTAWA is hosting [#EventName]! Did you know Canada’s capital is the country’s first EcoDistrict? Check it out: gl/ZpoEoc
*Create Facebook event: goo.gl/YsSH9r
- Are you joining us at [tag event page]? RSVP on our event page to receive updates and see who else is going! [#EventName]
- Make the most out of your trip to Ottawa! Check out some of the great attractions nearby: gl/g9CbHW
- Cycle your way through the city during your visit to Ottawa for [tag event]! Such a fun way to take in Canada’s capital: gl/SDxyAj
- Meet the top leaders in [industry], [speakers names] at [tag event]! Earlybird pricing ends on [date]. Register now and join us in Ottawa on [date]!
Important Links
- Website: www.ottawatourism.ca
- Facebook Page: https://www.facebook.com/visitottawa/
- Linkedin Page: https://www.linkedin.com/company/ottawa-tourism/
- X Page: https://twitter.com/MeetOttawa
- X Page: https://twitter.com/Ottawa_Tourism
- Hashtags: #myottawa #monottawa #MeetOttawa
Useful Resources
- Event Calendar – Stay up to date on what is going on in Ottawa with our calendar of events
- Ottawa Insider – Access dozens of articles about the very best of what Ottawa has to offer
- Maps – Use our map to help explore the greater Ottawa area
- Follow us on social media – X: @Ottawa_Tourism/@MeetOttawa, Facebook: VisitOttawa, Instagram: @OttawaTourism, Linkedin: Ottawa Tourism, Hashtag: #MyOttawa #MeetOttawa
