Corporate Events: Ensuring Diversity at Christmas

During the Christmas season, many companies and associations grapple with ensuring diversity at corporate events. Some organizations have taken the route of banning Christmas trees and cancelling the annual Christmas party. Others have opted for the name “festive event” in order to project a politically correct image. Changing the label doesn’t make events diverse.

I have a different take on this issue. My perspective comes from growing up in downtown Montreal in a truly diverse environment before the word multi-cultural existed.

Diversity does not mean eliminating differences or being blind to them. Diversity is a celebration of differences,  the unique and special cultures and traditions that make every part of the world special.

My elementary and high schools were each a virtual United Nations drawing students from a large Jewish community and a neighborhood with immigrants from Europe, Asia, the Middle East, and a handful from the Caribbean. There were synagogues in the area and teachers and classmates took Jewish holidays. The same diversity applied at churches.When our Brownie pack visited other churches we were exposed to a range of faith communities from Greek Orthodox to Chinese Presbyterian.

Diversity was a given and celebrations and events reflected that. Potluck luncheons were a potpourri servicing up a delightful mix of cabbage rolls, porgies, Polish sausages, and, of course, Jamaican banana fritters made by my mother. No legislation or policies were needed to ensure that talent shows included Greek, Ukrainian and Polish dancing. This happened naturally.

As my business and personal travel have taken me to many parts of the world, the places that have Christmas celebrations may surprise you. I shared a couple of examples last year.

Last year, I was far away from home at the start of the Christmas season and feeling somewhat homesick. In Malaysia and United Arab Emirates, 2 Muslim countries, it was comforting to discover colourful decorations and Christmas celebrations in unexpected places so I blogged about the experience. I was thrilled that a traditional Jamaican Christmas carol was included in the selections that were played at KL Pavilion Mall. Companies in North America should also make the effort to ensure inclusiveness.

  • Are there lessons that corporations can glean from these experiences?
  • How do we ensure diversity during the Christmas season and throughout the year?
  • Is it a matter of playing with dreidels, having a Menorah and singing Chanukah songs at holiday parties?
  • To make employees from the Caribbean feel more comfortable should we add poinsettias to holiday decor, play Parang music, or serve sorrel (a delightful red Christmas drink)?

I would suggest that merely adding games, decorations and multi-cultural holiday cuisine will not create a culture in which diversity is embraced. To create truly diverse organizations, policies, practices and  strategies to ensure that the brightest and the best are hired and promoted must be in place 365 days of the year. Companies and their clients deserve no less.

I have had employees from some companies in North America confide that they are afraid to take Jewish holidays as they fear disclosing their religion will hurt their chances of promotion. Is the executive team still predominantly male? Is almost everyone from manager to CEO from the same background? Are members of visible minority groups passed over for promotion even when they are over-qualified? Token diversity at holiday parties won’t change that.

Here is another example.

A few years ago, a Toronto based company contacted our sister training and development company about our Changing Face of Diversity workshop. They wanted to put their entire management team through training  to deal with a sensitive issue. Employees from some cultures didn’t know how to use western toilets and they had a significant number of shop floor employees from those cultures.

Sure, it’s great to be paid to deliver workshops but I thought the request was truly bizarre. I asked:

“Wouldn’t it be easier to install eastern toilets in a couple of stalls in each washroom? Companies, shopping centres and airports in Asia and the Middle East accommodate by providing western toilets”.

The idea hadn’t even occurred to them. 

Why focus just on Christmas? If a company has a diverse workforce and client base, how it conducts business and celebrates throughout the year should reflect this.

Two nights ago, there was a beautiful example of diversity in action on one of the Chopping in a Winter Wonderland TV specials for Chopped. Jewish, African American, and Mexican American chefs all drew on their roots and created a range of festive dishes from identical ingredient baskets. Che Rachel Willen of New York’s FoodFix Kitchen won with Chanukah inspired cuisine. Watching her work was truly inspiring.

In the same way, when a diverse event planning team or conference committee plans corporate events and holiday celebrations and decisions are approved by an executive team that is multi-cultural, diversity will emerge organically.  Anything short of that, is window dressing.

Photo Credits: Executive Oasis International, wayneandwax

Incentive Travel and Event Planning: Responding to Third Party RFPs

Most 3rd party planners who outsource work to other planners have high ethical standards. Unfortunately, there are some pitfalls to avoid when you receive a request for quote from a third party planner (instead of directly from the client). When responding to third party RFPs, there is nothing to prevent:

  • the third party planner from going directly to suppliers after the site searchs and other time-consuming legwork has been done
  • the client from cutting everyone out…..including the original third party planner and going directly to hotels, tourist attractions and private dining
  • the third party planner or client from sharing the excellent ideas farmed from an experienced planner with an inexperienced (read that less expensive) planner.

How do you spot a third party planner who is dealing in good faith? Here are a few things to look for. There is full disclosure and transparency as well as early contact with the client. At times the client has made the initial contact and brought their travel agent or third party event planner of record into the loop after an initial conversation.

I have followed up with the client when a number of requests for inquiries by third party planners have gone south. With few exceptions, it has turned out that one of the following scenarios was at play:

  • The third party event planner was not authorized to involve other planners.
  • The third party event planner had not yet been engaged for the event.
  • The inquiry was speculative at best (the client was only thinking about having the event).
  • The client had never heard of the third party planner.
  • A student was gathering information for a term paper.
  • A prospective employee was applying for a job with the company and wanted to produce a sample for their portfolio.

Asking the following questions can ensure that you don’t invest a lot of time in inquiries that are merely just an attempt to come between you and your intellectual property.

  • Who is the client?If the person contacting you will not provide the name of the client, this is a major red flag. Offer to sign a non-compete agreement. If the third party still won’t reveal the client. Pass on the opportunity.
  • Has the client already selected you as the planner for this event or is the selection process still in progress?Only provide RFPs to other event planning firms after they have been selected.
  • If you have not been selected, how many other event planners has the client contacted?
  • Have you done any other business with this client?If yes, what type of events have you organized for them? Why are they conducting a search?
  • To how many other event planners are you submitting this request?If it is more than two, the likelihood of being awarded the business is low and you may want to pass on the opportunity. If the 3rd party planner won’t answer this question, this is another huge red flag.

If you are not satisfied with the answers to these questions, insist on a brief three-way conversation with the client, request a deductible retainer or invest minimal time in responding to the inquiry until you are certain it is bonafide. Do not conduct site or supplier searches without the name of the client and a retainer or a signed contract. It is sometimes better to pass on opportunities instead of educating competitors or burning your good will with event venues and other suppliers.

Photo Credit: xdmag

Business and Incentive Travel: Mind Your Manners

Today it’s time to tackle a tough issue related to planning incentive travel, business meetings, team building retreats, and corporate events in foreign countries.

Often, when one thinks of business etiquette, local dress codes, dining and protocol come to mind. Some hotels offer this information on their websites and through their concierges. Unfortunately, some groups haven’t even mastered the basics.

Inappropriate behaviour is not limited to the corporate sector. Headlines about the drunken RIM executives who were restrained on an Air Canada flight and members of the US Security Service detail who were cavorting with prostitutes in Columbia have swept traditional and social media.

Due to complaints from leisure guests about the inappropriate behaviour of some corporate groups, some luxury resorts are declining the opportunity to submit proposals for group accommodation without a full buy-out the property.

Who can blame them? The reason that some properties have had no option but to take this step is that, when groups are away from the office at a foreign destination, there is a tendency to feel that it’s okay to just “let it all hang out”.

I have seen or heard of guests at foreign corporate events:

  • being rude and demanding when interacting with staff
  • disturbing other guests by being rowdy in the dining area or in the middle of the night
  • spitting
  • chewing tobacco
  • skinny dipping in the pool
  • relieving themselves in flower beds
  • groping female staff at dinner (and these were executives)
  • being drunk and disorderly on flights or at luxury resorts

Scenario 1: I was once a leisure guest at a luxury Caribbean resort. At about 11 AM, there was a ruckus at one of the bars. Two security guards were seen escorting a drunken guest with his hands tied behind his back to his room. I was shocked. When they returned I spoke to one of the security guards and he told me that this happened every day.

All-inclusive doesn’t mean drinking to the point of being obnoxious.

Scenario 2: A young executive team stayed at an exclusive retreat in Europe. The number of changes the group made never stopped. It was very hard on the staff. After dinner the liquor kept flowing. A few of the executives started chewing tobacco. Another one went outside and mooned his colleagues through the window. Fortunately, it was a buy-out so no other guests were disturbed but the staff was shocked.

There really should be no need for this. After all, while the chances of running into an important client or prospect are minimal, you never know.

Consider these recent comments on Tripadvisor.

Corporate retreats have ruined my favorite destination”

For the next one, I have edited the title to remove content that is not politically correct.

Beware of Corporate Events & Rowdy Behavior

My husband and I returned from 11 day stay at ______ …. and were disappointed overall. . The problem was mostly with the corporate events held at the resort. Second week event was ________ from ________ very loud, obnoxious, pounding back the booze….Overall, the corporate events ruined the whole vibe of the trip for us and we won’t go back for that reason.”

(I have removed the company name and locations from the quotes but they were included in the Trip advisor review.)

When it’s a company event, all negative behavior has the potential to erode brand equity. With social media, news of inappropriate behavior can spread fast.

In the UK, Microsoft has issued a stringent code of conduct after a highly publicized lawsuit alleging sexual harassment by executives as the result of heavy drinking at corporate events.

Perhaps the time has come for other companies to develop codes of conduct. It would appear that the time has come to include content about basic etiquette and protocol in company orientation, management and executive development programmes. Briefings about appropriate behavior and local etiquette would also be prudent for groups before they head overseas.

Photo Credit: Jennifer Kumar

Terrific Toronto Events for Corporate Teams

Toronto Events for Corporate Teams

With many Toronto companies putting their incentive travel programmes on hold, luxury events are now an accessible and affordable alternative for corporate teams. For a fraction of the cost of a foreign sales incentive trip, your team or your clients can experience everything from polo to luxury car events. Even if your company still needs to tighten the purse strings this year, there are still many cost effecive options for corporate team events in Toronto. Keep reading.

PACE Polo for Heart

Just North of Toronto, you can hear the thunder of hooves and take in 2 exhilirating polo matches every day. Whether you book a corporate table or tent and enjoy gourmet cuisine or pay $15 for general admission, take a picnic and enter the picnic contest, it’s the perfect way to kick off the summer. Mark your calendar June 17 – 19, 2011.

Polo Team Building

If you find that your team gets bitten by the polo bug, why not arrange a 1 day Introduction to Polo event or a full 2 -3 day polo team building retreat complete with facilitated exercises. A trained facilitator will help you uncover valuable business insights and lessons from the strategies and tactics you learn on the polo field. A polo playing executive can deliver a keynote about the links between polo and business.


Luxury Car Events

Available for only a few weeks during the summer, you can get behind the wheel of a BMW. Start the day with a short classroom briefing. Then head out to the track for obstacle courses, skid control and a variety of in-car challenges. The fun continues in the afternoon after a gourmet lunch. Believe it or not, it’s more expensive than a one day introduction to polo but it’s worth every penny.


Moderate

Wilderness Survival Team Building

A scalable programme that can be offered at a 5 star resort, wilderness inn, or campsite, Wilderness Survival integrates outdoor team challenges with facilitated business exercises. Orienteering, firestarter challenges, GPS treasure hunts, campfires, horse riding, treetop walking, and canoeing in a lush wilderness setting will ensure that your team relaxes and bonds in the great outdoors. You’ll definitely want to camp out overnight for one night.


Learn to Row

Restaurant Inc.: Cooking Team Building

A trained facilitator will introduce you to a brainstorming tools so that you can come up with a theme and a menu for a restaurant using the ingredients provided. You’ll be given a budget to shop for decorations for a restaurant table and some of your ingredients. Then, you’ll bring it all to life and cook and enjoy your signature dishes.


Christmas by Lamplight

Every year, as the Christmas season approaches, Black Creek Pioneer Village is transformed with all of the trimmings of Christmas in a bygone era. If your budget is limited, you can stroll the village during the day. Alternatively, you can bask in the glow of a Christmas by lamplight complete with a traditional Christmas dinner with all the trimmings for less than $100 a person. It’s become a tradition in our family. I can’t think of a better way to start the Christmas season.


Winter Team Building

The winter version of  Wilderness Survival can include snowshoeing, tabogonning, cross country skiing, dog sledding, and quinzhee building (seen in the video below). Yes you can sleep out in a quinzhee for one night.


Cost Effective

Toronto Easter Seals Regatta

This full day of circus-themed activities is an affordable $15 per person. It includes the Children’s Cruising Fleet,a race for the Toronto Easter Seals Cup and the post-event party with a BBQ at the Royal Canadian Yacht Club’s Snug Island. Mark your calendar for August 28, 2011.


For Chocoholics

Chocolate Factory Visit

Immerse yourself in a world of chocolat and get an upfront, first hand view of the workings of a micro chocolate factory. The chocolate makers don’t work on Monday.

Starting in late July, 2011 chocolate tastings for a minimum group size of 10 will be available for $35 per person. Plans are also underway to offer cooking classes at their new location that opens during the summer of 2011.


Gladstone Chocolate Factory

Toronto Chocolate Festival

Every year Toronto becomes a chocolate coated metropolis as delicious events throughout the city celebrate everything chocolate. With a wide range of events including chocolate relays, luxury chocolate shows, luxury chocolate tours, and the chocolate ball gala, you’re sure to find an event that fits your team’s budget. Mark your calendar. This year’s Toronto Chocolate Festival takes place from October 2 – 23, 2011.


Lowes Toronto Christmas Market

If your budget is really tight and you can’t afford to take your team to Germany this year, just hop on the King streetcar. Even if you have no budget, your team can still have a fabulous time. Admission is free. In December, The Distillery District is transformed into a Christmas fantasyland in Toronto’s version of a traditional Christmas market. Refreshments are available for purchase and team members can finish their Christmas shopping early.

If you have a budget and you want to kick things up a notch, a visit to the Toronto Christmas Market can also be incorporated into a Toronto Urban Safari or a Luxury Amazing Race inspired event. Mark your calendar for December 2 – 18, 2011


For more information about the range of possibilities for Toronto Events for Corporate Teams, contact Executive Oasis International.