Event Planning Tools
Discount Booking Codes
Make it easier for your delegates or attendees to get here! Register for discount booking codes with the transportation partners below.
Off-site Venues
Ottawa offers spectacular off-site venues to accommodate all your programming needs. Explore the selection of off-site venues.
For more information on these exceptional options, contact Ottawa Tourism’s Event Services Specialist.
Welcome Letters
Enhance your conference or event with a personalized welcome letter from the Mayor of Ottawa and/or the President & CEO of Ottawa Tourism.
To request a letter, simply provide the preferred language (English, French, or bilingual) and the name of the conference or event it should be addressed to.
View an example from His Worship Mayor Mark Sutcliffe and Michael Crockatt, President & CEO of Ottawa Tourism.
Volunteers
Need extra on-site volunteer staff for your conference or event? The Algonquin College Event Management Field Placement program connects you with enthusiastic students eager to gain hands-on experience.
This program gives students valuable real-world training while providing you with motivated volunteers for your event.
Maximize the Sustainability of Your Event
Ottawa Tourism provides a variety of resources to help you host a sustainable conference or event while maintaining the high standards your delegates or attendees are accustomed to. Here are four great tips to get you started.
There are numerous ways for your delegates or attendees to integrate sustainable travel practices into their Ottawa itinerary. To learn more about Ottawa Tourism's commitment to sustainability, visit 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. Visit our Food Recovery Program page 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, ensuring that all visitors can enjoy the many incredible experiences Canada’s capital has to offer.
Tips for Your Accessibility Event Planning Journey
The following tips derive from Ottawa Tourism’s continuous work to make Ottawa more accessible for all visitors. Working with consultants, Ottawa Tourism has developed a tourism accessibility plan to help guide our next steps. An outcome of this project is this collection of easy-to-implement solutions. We encourage you to use this list to help take the next step on your accessibility journey.
Travel Information & Destination Information Sheets (.pdf)
English: Spring | Summer | Fall | Winter
Français: Printemps | Été | Automne | Hiver
Responsible Events Guide
The Responsible Events Guide offers easy-to-follow tips, tools and resources for approaching sustainability that can be integrated into your event and to inspire innovative ideas of your own. Use this guide to keep sustainability in mind throughout the planning process. Whether you’re building upon your sustainability journey or taking your first steps, we hope that your event in Ottawa inspires you to incorporate something new into your program that will benefit your attendees and the community for years to come.
Delegate Activities & Companion Programming
Flash Your Badge Program
The Flash Your Badge Program grants your delegates or attendees and a guest access to discounts and special offers at participating attractions, tours, and restaurants. No registration is required to use this program—delegates and attendees can simply present their badge at participating retailers to receive the advertised discount. Reservations may be required for some offers.
Download the Flash Your Badge Program:
QR code to access the Flash Your Badge Program:
To promote our Flash Your Badge Program and get your delegates or attendees excited about these discounts, download these postcards and incorporate them into your attendance-building communications:
Spring | Summer | Fall | Winter
Pre and Post Travel Itinerary and Activity Ideas
Dozens of sample itineraries are available, highlighting points of interest for all types of visitors and stays of various lengths. These diverse itineraries can help tailor suggestions for your delegates or attendees.
In addition, the Top 20 Seasonal Experiences sheets feature unique and memorable activities to enhance their visit throughout the year.
English: Spring | Summer | Fall | Winter
Delegate and Attendee Activities & Companion Programming
A variety of resources are available to assist in planning companion or children’s programming, as well as arranging excursions for delegates and attendees. These resources can serve as a guide for organized planning or be shared directly with delegates or attendees to inspire self-guided activities.
Many major attractions also offer discounts to delegates or attendees through our Flash Your Badge Program, available for visits during leisure time throughout the conference or event.
There are numerous Tours & Sightseeing options available throughout the Capital Region, with many providers offering private services for conferences and events.
For the savvy traveler, an excellent list of free or nearly free activities is available across all seasons—spring, summer, fall, and winter.
For the latest events happening in the city during your delegates' or attendees' stay, be sure to check the event calendar for up-to-date information!
Attendance Building Materials
Postcards
These promotional materials are designed to help market your conference or event. Use any of these pieces to boost your attendance-building efforts and generate excitement!
Download them as-is or customize them in Adobe by adding your conference or event logo and dates to create a unique 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 on the back of these postcards to share any information you'd like delegates or attendees 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 that connects to your conference or event website, providing delegates and attendees with an easy way to explore all that Ottawa has to offer. It will feature your logo and include a direct link to your website for further promotion.
Check out our microsite example.
If you're interested in having a microsite for your conference or event, send a high-resolution copy of your logo and the link to your event webpage to the Event Services Specialist.
Conference and Event Map
If your conference or event program includes multiple locations—such as host hotels, meeting facilities, off-site venues, or restaurants—our team can create a customized map to help delegates and attendees navigate between them with ease. We will provide an online map using Google My Maps, which can be integrated into your conference or event website, app, or other materials.
View an example of the customizable map.
City Maps
Tear-off city maps are available for your registration or welcome desk. To be environmentally conscious, it is recommended not to include these maps in delegate bags, as only about one-third of delegates or attendees typically use paper materials. Additional copies can be sent to your venue throughout the event if needed. Help make a positive impact on the environment!
To request tear-off maps, fill out the Ottawa tear-off maps request form.
Digital versions of the city map are also available for posting on your conference or event website!
B-rolls and Social Media
Images
Destination images are available for download from the Ottawa Tourism Media Library. These images can be used for pre-conference and pre-event promotion, or for materials throughout your event. Please be sure to credit the images as specified in the filenames.
If you can't find what you're looking for, an extensive image bank with over 3,000 high-resolution photos is available upon request. Let us know what you need, and we’ll do our best to find the ideal images to suit your requirements.
Videos
These videos are designed to highlight Ottawa as the ideal host destination for your conference or event. Select the one that best resonates with your delegates or attendees and incorporate it into your attendance-building efforts.
Additional videos are available for download from Ottawa Tourism’s Vimeo site. Here, you'll find a variety of videos shot across different seasons, all available for promotional use. Please be sure to credit Ottawa Tourism.
Social Media
Social media is a powerful tool to spark interest, boost attendance, and engage participants before, during, and after your conference or event. Use the resources below to promote your Ottawa conference or event.
Encourage your delegates or attendees 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 to include a photo, use your conference/event hashtag, and tag Ottawa Tourism in your posts to maximize exposure. For social media caption ideas, refer to the template document.
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/
- 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
