Category: Conference Planning

Where Is a Good Location for a Car-Free or Car-Light Conference Destination?

Posted on by Shawn Granton
Fairmount Empress Hotel on Victoria’s Inner Harbour

Consider Victoria, BC

Last fall we were in Victoria, British Columbia as part of a FAM (familiarization) trip hosted by Destination Greater Victoria. We are always interested in exploring unique destinations that our clients would be interested in, especially ones not far from our home base of Portland. Destination Greater Victoria did a splendid job of showing us what makes The City of Gardens special.

The natural beauty, amount of amenities, and level of service available in Victoria are typically the big selling points. Yet the thing that really impressed us was how easy it was to get around without hopping in a car. As an organization that specializes in conference planning, we are always looking for locations with plenty to do for conference-goers within a short walking distance, and Victoria delivers on that front. Not only that, but as climate change becomes an ever-growing concern, we like to minimize the use of single-occupancy motor vehicles wherever possible.

Victoria reflects one of our key commitments: People and Planet First. The city is sustainable, accessible, walkable, and set up well for meetings of any scale. It’s a destination that makes it easy for planners to keep their events in step with these values.

Taking the Victoria Clipper from Seattle’s waterfront was a great way to get to Victoria.

Ferries and Water Transport: Arriving in Victoria Without a Car

Victoria, British Columbia lies on a peninsula on the southeastern corner of Vancouver Island. Water is one of Victoria’s biggest assets, as hotels and restaurants crowd the Inner Harbour and anywhere else a water view can be obtained. Water is also an important part of getting to, from, and around the Greater Victoria area. Three different ferry services currently connect Victoria to the mainland: two from the Inner Harbour to Washington State (Black Ball and Victoria Clipper) and one from Swartz Bay to the Lower Mainland of BC (BC Ferries). These ferries make it possible to visit Victoria without a car, and all three services allow passengers to bring a bicycle along.

Ferries also provide service around Victoria. The Victoria Harbour Ferry runs a fleet that connects many destinations on the Inner Harbour and offers regular tours, a great activity option for conference guests. These small boats are electric battery powered, lessening the environmental impact of getting around the waterfront.

One great way to incorporate water transport into your event is to hire a boat for sightseeing, whale watching, or transporting guests to a more distant destination. For our FAM Destination Greater Victoria chartered a boat from Eagle Wing Tours to bring us 30 miles (48 km) across the water to a hosted dinner at Bilston Creek Farm. Bilston Creek Farm is a Biosphere Committed lavender farm in Metchosin, with roots on the property dating back to the 1840s, that crafts natural body, home, and kitchen products from its own lavender, apples, and honey. The boat ride gave us perspective on the region’s relationship to the ocean, one that was exploitative for far too long. Eagle Wing Tours is Canada’s first carbon-neutral whale watching company, and they keep their Net-Zero, Nature-Positive Commitment by reducing emissions and working toward carbon neutrality.

Dinner at Bilston Creek Farm
Dinner at Bilston Creek Farm

Seaplane Service: A Fast, Carbon-Neutral Way To and From the Inner Harbour

For a quicker alternative to the ferry, seaplane service connects Victoria’s Inner Harbour directly to downtown Vancouver and a handful of other nearby coastal communities, with no rental car or long airport transfer required. Harbour Air, North America’s largest airline and the first in the world to become fully carbon neutral, flies the roughly 60-mile (97 km) route between Victoria’s Inner Harbour and downtown Vancouver’s Coal Harbour, plus seasonal routes further up the coast. Because both terminals sit within walking distance of hotels, conference venues, and transit connections, a seaplane can turn a half-day of driving and ferry lines into a scenic, low-carbon hop, an easy add-on for conference guests arriving from the Lower Mainland or the Pacific Northwest.

Victoria’s Public Transit System: Buses Without the Hassle

Using public transit is one of the best ways to reduce our environmental footprint. Thankfully Victoria has an extensive public bus network provided by the Victoria Regional Transit System (part of BC Transit) that enables people to move easily around the area without a car. Their network of buses criss-crosses Greater Victoria, connecting destinations like Victoria International Airport, the University of Victoria, and Butchart Gardens. The Route 95 Blink RapidBus, launched in 2023, uses dedicated bus lanes to link the West Shore with downtown, carrying nearly 10,000 riders on a typical weekday and arriving as often as every 7.5 minutes at peak times.

One of the biggest hang-ups for visitors who want to use transit is what and how to pay. This hassle is enough to scare people off and send them straight to a car share instead. But the days of needing exact change ready for a bus ride are gone. BC Transit uses Umo, a reloadable electronic fare payment system introduced in 2023. Riders can also tap to pay directly with a debit card, credit card, or mobile wallet, no cash or fare card required, with a daily fare cap that keeps costs predictable.

Possibly the coolest thing about Victoria’s bus system is its use of double-decker buses, like one would see in London. Riders gain a greater appreciation of Vancouver Island’s scenery from the upper deck.

Accessible Transit in Victoria: Low-Floor Buses and the FAB

Victoria’s car-free ethos extends to accessible travel. Every Victoria Regional Transit System bus is low-floor, able to kneel at the curb and deploy a ramp, and BC Transit’s handyDART program provides registered, door-to-door shared rides for those who can’t use fixed-route service, with attendants riding free alongside registered passengers.

For groups, Freedom Adventure Bus (FAB) fills a niche few other operators do: a family-owned, wheelchair-accessible charter and tour service based in Victoria. Its 16-plus-2 passenger bus accommodates wheelchairs, scooters, walkers, and other mobility aids, and FAB runs both custom charters and guided tours to Sidney, the Gulf Islands, and the Cowichan Valley, departing from the Ogden Point Cruise Ship Terminal. It’s a strong option for conference groups that want every attendee, regardless of mobility, included in an offsite excursion.

The group tour grabs bikes from Pedego Victoria

Cycling in Victoria: Protected Lanes and a Long-Distance Trail Network

Riding a bicycle is another great way to reduce our environmental footprint. Victoria has put in considerable effort to improve the situation for cycling by actively building a network of bike routes that are comfortable for All Ages and Abilities (AAA). One of the key ways it has done this is by increasing the number of protected bike lanes, facilities physically separated from traffic. Over the past decade, Victoria has expanded its protected bike lane network from essentially nothing to more than 20.5 miles (33 km), and these lanes cut through downtown and connect to the places people want or need to go.

The crown jewel of cycling in Victoria is its system of long-distance bicycle paths. The three primary trails, the Galloping Goose, the Lochside, and the E&N, form a network of mostly off-road paths that total roughly 60 miles (100 km). These trails connect the BC Ferries terminal, Victoria International Airport, suburban areas, and rural destinations to downtown, and they intersect bus service at several points, so there’s no need to ride all the way back if you get tired.

The City of Victoria has selected Lime as its e-bike share provider, with a program expected to launch later in the summer of 2026. In the meantime, several bike hire services are available, many of them near the downtown waterfront, and you can also bring your own bicycle aboard the many ferries that connect to Vancouver Island. If you do, bring a good lock: Victoria has historically had one of the highest per-capita bike theft rates in Canada, though the city reported its lowest number of stolen bikes since 2011 in 2024, thanks in part to a downtown bike valet and expanded secure parking.

Bicycling around Victoria is a great way to see the sights and learn more about the city. It’s easy to book a group tour for conference guests, and these tours take care of everything, including providing bicycles. For example, Destination Greater Victoria arranged a tour for us from Pedego e-Bikes, giving us a unique perspective of the city. E-bikes give those who may be older or have mobility issues an easy way to get around, and we’re glad Victoria has these options.

Fan Tan Alley in Victoria’s Chinatown

Exploring Victoria by Walking or Rolling

In other cities we’ve experienced many conference facilities that are far from things to do, where attendees become stranded at the venue. When attendees want to “see the sights” outside a resort or facility, they might risk walking on inhospitable roads or end up hiring expensive rideshare or taxis to reach their destinations.

Thankfully, Victoria is a compact city, and most major attractions are located on or within a few blocks of the Inner Harbour. Restaurants, museums, shops, and beautiful parks like Beacon Hill Park are easily accessible by foot or wheels. Many downtown streets have curb cuts and ramps at intersections, and the city is actively working to make all intersections accessible. Getting around by walking or rolling is a great option.

Malahat SkyWalk

The Malahat SkyWalk: A Free, Car-Free Day Trip from Victoria

About 19 miles (32 km) north of downtown along the Trans-Canada Highway, the Malahat SkyWalk offers sweeping views of the Salish Sea and Gulf Islands from an elevated forest walkway, with wide, accessible pathways suitable for strollers and wheelchairs. The attraction sits on the traditional and ancestral territory of the Malahat Nation, a Coast Salish community and one of the five W̱SÁNEĆ (Saanich) Nations on Vancouver Island, and is owned and operated by Malahat SkyWalk Corp in partnership with the Nation, with Indigenous stories and design woven throughout the visitor experience. It’s also Biosphere Committed, built with low-impact materials like glulam timber and galvanized steel, and has won the EcoStar Award for Experiential Tourism.

From May through October, it runs a free, walk-on shuttle from downtown Victoria, with stops at the Steamship Terminal and Capital City Station, letting conference guests add a scenic offsite excursion without renting a car or booking a private tour bus.

The Crystal Ballroom at the Fairmont Empress Hotel, courtesy Destination Greater Victoria

What Victoria Hotels Have Great Meeting Space and Sustainability Credentials?

Victoria’s meeting hotels back up the destination’s sustainability story with real credentials. Here’s what planners should know about five of the city’s top properties for meetings and events.

Fairmont Empress: This 1908 landmark sits directly on the Inner Harbour, adjacent to the Victoria Conference Centre, and offers roughly 23,000 square feet of meeting space across 22 rooms, including Victoria’s two largest ballrooms. It’s a double Green Key certified property (with its meeting space independently Green Key certified), has eliminated single-use plastics across guest rooms, meeting areas, and restaurants, and recently cut natural gas usage by 21 percent through a heating plant modernization.

Hotel Grand Pacific: Two blocks from the Victoria Conference Centre, this Inner Harbour hotel offers 10,000 square feet of meeting space across 13 rooms, plus a 3,000-square-foot waterfront ballroom. It was the first full-service hotel in Victoria to earn Four Green Keys, is Biosphere Committed, and was the first hotel in the city to install solar panels for water heating; it also runs an organic landscaping program and recycles leftover guest soap into laundry detergent.

Inn at Laurel Point: Set on six acres at the edge of the Inner Harbour, the Inn offers over 10,000 square feet of event space with rooms ranging from 10 to 200 guests. It holds 5 Green Keys, the highest rating in the Eco-Rating Program, and has been carbon neutral since 2009, the first hotel in BC to reach that mark. It’s also independently owned as a social enterprise that reinvests profits into staff, community partners, and environmental initiatives.

Oak Bay Beach Hotel: A boutique oceanfront property in Oak Bay, a short distance from downtown, with about 8,000 square feet of recently refreshed meeting space and sweeping Salish Sea views. It became just the third BC hotel to earn Biosphere Certification in 2023, partners with veritree to plant kelp forests for every declined housekeeping service, and holds Gold-level BC Green Business certification for its spa and restaurant.

Delta Hotels Victoria Ocean Pointe Resort: Located on the Inner Harbour across from the Royal BC Museum, this Marriott property offers 13,500 square feet of function space for groups of 10 to 400, much of it with harbour views, plus a private dock for chartering Victoria Harbour Ferries directly from the hotel. It holds a 4 Green Key certification and has added EV charging stations to support sustainable travel.

Fairmont Empress Hotel

What Makes Victoria a Good Destination for Attendee Experience?

Victoria’s biggest advantage for attendee experience is that it doesn’t feel like a hermetically-sealed conference bubble. Because the Victoria Conference Centre and most hotels sit right on the Inner Harbour, attendees are immediately in the middle of the city, not a suburban office park or closed-off resort. That compactness, paired with a plethora of car-free options (double-decker buses, protected bike lanes, e-bike tours, water taxis), means people can explore the city between sessions instead of heading to their room.

Possibly the biggest perk is how attendees can arrive in town with little to no agenda and have a rewarding experience without pre-planning. Whale watching, Butchart Gardens, the Royal BC Museum, and a strong farm-to-table food scene are close enough that attendees can experience them in their free time without thinking too hard about how to get to them. While Victoria is relatively small, it boasts several big city amenities, such as Michelin-adjacent dining and quality hotel stock, so even sophisticated urbanites will not go wanting.

For clients concerned about their footprint, Victoria’s sustainability record is a big selling point. Ranked as the most sustainable destination in North America (GDS-Index), Victoria stands out to planners and organizations who value keeping their footprint low.

Oak Bay Beach Hotel

Summary for Planners

• Access: Victoria International Airport (YYJ) offers non-stop flights to about 15 destinations across Canada and the US, including Vancouver, Calgary, Toronto, and Seattle; BC Ferries connects to Metro Vancouver, and the Black Ball Line and Victoria Clipper connect to Washington State.

• Venues: The Victoria Conference Centre offers 77,000 square feet of space, 21 meeting rooms, and a 400-seat theatre, alongside historic properties like the Fairmont Empress and LEED-built exhibit space at the adjoining Crystal Garden.

• Sustainability: The Victoria Conference Centre is Biosphere Certified and carbon neutral, and Victoria ranked the most sustainable destination in North America (22nd globally) on the 2024 Global Destination Sustainability Index, placing 3rd among small cities worldwide in 2025.

• Regional Support: Business Events Victoria, a partnership between Destination Greater Victoria and the Victoria Conference Centre, offers one-stop planning assistance, vendor connections, and site visit coordination for meeting planners.

• Walkability/Rollability: A compact, navigable downtown core means delegates can easily explore independently, with most major attractions within a few blocks of the Inner Harbour.

• Culture: World-class arts, dining, and experiences, including the Royal BC Museum‘s First Peoples Gallery and Thunderbird Park totem poles on the traditional territory of the Songhees and Esquimalt Nations, Canada’s oldest Chinatown and its famed Fan Tan Alley, Butchart Gardens, and a strong farm-to-table food scene.

• Values: Victoria’s sustainability commitments, from its Biosphere Certified conference centre to its expanding protected bike network, align naturally with People and Planet First principles at every level.

Emee Pumarega, CMP, is the founder of EJP Events, a Portland-based event planning company and Good Market Global member specializing in corporate meetings, conferences, and association events. Shawn Granton is a member of the EJP Events team. With over two decades of experience and a commitment to cultural competency and sustainability, EJP Events operates under the philosophy that True Hospitality Welcomes Everyone. For venue sourcing, site visits, welcome receptions, offsite breaks, team-building activities, or event planning support in domestic and international destinations, visit ejpevents.com.

How Do I Find a Sustainable Conference Destination in Europe?

Posted on by Emee Pumarega

Start With Amsterdam

Two women ascending a hotel staircase and gesturing at the area.

Emee tours the Hotel Okura Amsterdam with Senior Sales Manager, Jack Thanadsornsarn.

We were in Amsterdam during People and Planet First Week in November 2025, working on venue sourcing and site visits for our clients who meet in Europe, and were thoroughly impressed by the rich and multifaceted offerings available to the MICE (Meetings, Incentives, Conventions, and Exhibitions) industry.

EJP Events is a member of Good Market Global, the not-for-profit digital commons behind the People and Planet First verification. The movement recognizes enterprises that prioritize social and environmental impact over private profit. We’ve operated by those values for over two decades. Where we host, who we hire, and how we design experience are decisions with consequences beyond any single event.

Amsterdam reinforced that message for us in many ways. The city is sustainable, accessible, walkable, and well-equipped for meetings of every scale. Planners who care about aligning their events with People and Planet First values will find a strong partner in this destination.

A Country Built on Water Intelligence

More than half of the Netherlands sits below sea level. The country’s water councils — the oldest democratic institutions in Dutch history — have shaped governance, infrastructure, and culture for centuries. Their work is visible in Amsterdam’s engineered canal system, in Rotterdam’s storm surge barriers, and in programs like Room for the River, which widened and deepened river courses to accommodate flooding rather than simply building higher walls.

For MICE planners, the practical implications are direct. The picturesque canals are the backdrop for many meetings group selfies. This broadcasts FOMO far and wide to those who skip your annual meeting. Amsterdam’s tap water is safe and excellent, eliminating bottled water logistics. Green-certified venues incorporate rainwater collection, water-saving technology, and circular water management as standard practice. For organizations aligning their events with the UN Sustainable Development Goals, hosting in Amsterdam directly supports SDG 6: Clean Water and Sanitation, which calls for increasing water-use efficiency across all sectors and implementing integrated water resources management. Few destinations make that alignment so easy.

Is Amsterdam Easy to Navigate for Conference Attendees?

Nearly 70% of commuter trips in Amsterdam happen by bicycle. There are more bikes than residents. The public transit system — trams, buses, ferries — runs on 100% renewable electricity. The city is removing thousands of car parking spaces from the center to widen sidewalks, add bike parking, and plant trees.

Delegates can walk, bike, or tram between hotels, venues, and restaurants without ground transportation and its related traffic jams. That reduces cost and carbon, and it frees up schedule time.

Amsterdam sits at the center of Europe’s high-speed rail network: direct Eurostar service to London, Paris, Brussels, and major German cities. The Amsterdam Convention Bureau has partnered with Eurostar to offer discounted delegate fares. Schiphol Airport, 15 minutes from the city center, connects to hundreds of international destinations.

National-Level Support for Meeting Planners

The Netherlands Board of Tourism & Conventions (NBTC) operates holland.com/meetings, a dedicated MICE portal with regional convention bureau contacts, venue databases, DMC directories, and planning support. They assist with site visits, provide budget templates, and connect planners with professional congress organizers.

The standout program is the Pre-Financing and Guarantee Fund (VGF), which has run for over 25 years. For international, multi-day congresses held in the Netherlands, the VGF offers up to €90,000 in interest-free pre-financing for startup costs: deposits, promotion, foundation setup. A separate guarantee of up to €90,000 covers the risk of low attendance.

Pre-conference financing and attendance insurance from a national tourism bureau: For association planners presenting destination bids to their boards, this is a concrete advantage few other countries offer.

Venues

What Amsterdam Hotel Has Great Meeting Space and Sustainability Credentials?

Two women walking past a hotel entrance with the words displayed, "Hotel Okura Amsterdam"

The Hotel Okura Amsterdam is the property we know best. We toured the entire facility and found it to have multiple aspects that are conducive to smoothly-running, accessible and sustainable meetings.

The hotel practices omotenashi, the Japanese tradition of anticipating guests’ needs. Located in the De Pijp neighborhood on the Amstelkanaal, the Okura has Japanese-inspired rooms, a full spa, and multiple restaurants with three Michelin stars and a Bib Gourmand between them.

For planners: 2,700+ square meters of meeting and event space across 20 venues. The Grand Ballroom seats up to 2,500 — the largest such space in the Benelux region. The meeting space layout has multiple elevators, spacious foyers, and generous restroom access compared to similar European city-center hotels. Schiphol Airport is 15 minutes away by direct metro.

The Okura holds Green Globe Platinum status, earned through over ten consecutive years of certification. The property has 873 solar panels on the Grand Ballroom roof, saving 89+ tonnes of CO₂ per year. It uses heat-cold storage for climate control, FSC-certified wooden key cards, and reusable bamboo laundry bags. Purchasing policy favors local Dutch suppliers — the house wine comes from a Dutch estate, the house beer from a Dutch brewery. The hotel is a signatory of the UNESCO Sustainable Travel Pledge.

We’re actively building our relationship with the Okura and would recommend it to clients planning in Amsterdam.

What Other Green-Certified Conference Venues Are in Amsterdam?

A grand, European style hotel is viewed from its riverfront facade.

The Amstel Hotel. Photo by C. Messier.

Amsterdam RAI Convention Centre is the city’s flagship large-format venue. Multiple halls, flexible configurations, renewable energy, and green meeting packages. It hosts trade exhibitions and multi-day conferences at scale.

Beurs van Berlage is a UNESCO-listed national monument from 1903 and the first Dutch conference center to earn Green Globe certification.

Hotel Jakarta holds BREEAM “Excellent” certification and is among the first energy-neutral hotels in the Netherlands. Features include solar-powered showers, rainwater collection, and a subtropical indoor garden usable as breakout space.

The Amstel Hotel sits on the Amstel River with Green Globe certification and dedicated meeting and event facilities.

Many other area hotels follow the same lead. Conscious Hotels holds Green Key Gold at all four Amsterdam locations. The Conservatorium Hotel has held Green Globe Platinum for over a decade. De L’Europe and Kimpton De Witt carry Green Key certification. For planners working through RFPs, Amsterdam’s sustainability documentation is deep and verifiable.

Can You Do a Canal Cruise as a Corporate Event in Amsterdam?

A woman sits inside a canal boat looking out at the Amsterdam city view.

Amsterdam has roughly 60 miles (100 km) of canals and waterways. Canal cruises work well as welcome receptions, offsite breaks, or team-building activities. Electric-powered boats are increasingly standard. Many larger hotels run their own cruise programs or work with preferred operators, which simplifies logistics.

Other offsite options include guided cycling tours, culinary workshops with local ingredients, private museum access, and cultural programming at venues like the Rijksmuseum.

What Makes Amsterdam a Good Destination for Attendee Experience?

A woman smiles at the camera, while the grand facade of the Rijksmuseum is seen behind her.

Destination selection often overlooks the hours between sessions: the offsite dinner, the morning walk, the free afternoon. Amsterdam is a 15-minute city. World-class museums, canal-side restaurants, independent shops, and distinct neighborhoods are all within walking or biking distance of the major conference areas. Delegates explore independently, on foot.

Traveling Responsibly: How Do I Reduce and Offset Carbon Emissions From a Conference?

A woman stands outside the Hotel Okura Amsterdam at night, posing with a bicycle.

Flying people across an ocean for a meeting has a climate cost, no matter how many green certifications the destination collects. Aviation is a hard sector to decarbonize, and no amount of solar panels on a hotel roof cancels out the emissions of getting there. We don’t think that’s a reason to stop meeting in person; direct connection, cultural exchange, and in-person collaboration matter, and plenty of research points to real value that video calls don’t replace. But it does mean the responsibility doesn’t end at destination selection. It carries through every decision after that, including how we travel, how much we travel, and what we do to account for the impact once the trip is unavoidable. MICE planners can reduce that impact through planning decisions made well before anyone boards a flight.

Consolidate trips. We added our Amsterdam site visits onto an already-scheduled annual meeting we attend in Barcelona, reducing two international round trips to one. Planners and attendees can apply the same logic: combine a conference with pre- or post-event site visits, client meetings, or destination research rather than booking separate trips. Amsterdam’s easy-to-reach destination makes this achievable. 

Choose sustainable aviation fuel. EJP Events contributes annually to SAF through Alaska Airlines’ CHOOOSE-powered program, which lets travelers purchase SAF credits based on estimated flight emissions and earn elite-qualifying miles in the process. CHOOOSE is the climate technology platform behind SAF programs at multiple carriers and airports, including Alaska, Southwest, and several international airlines. United Airlines has expanded SAF use across six domestic hubs and voluntarily operates with SAF at Amsterdam Schiphol. For organizations that want to invest in SAF regardless of which carrier their attendees fly, the Sustainable Aviation Buyers Alliance (SABA), a joint initiative of RMI and Environmental Defense Fund, enables corporate buyers to purchase verified SAF certificates to address Scope 3 business travel emissions.

Offset remaining carbon through verifiable credits. EJP Events recommends an avoidance-plus-removal approach: Terrapass for baseline emissions avoidance through verified projects (landfill gas capture, wind energy, farm methane destruction), and biochar credits for durable carbon removal. The distinction is important, because avoidance credits prevent emissions that would have occurred; while removal credits pull existing carbon out of the atmosphere. Planners should look for third-party verified programs with transparent project registries. Credit quality varies widely, so do your research.

A planner who consolidates trips, funds SAF, and offsets the remainder has addressed the largest single source of event-related emissions.

People and Planet First as a Framework for MICE

Clients are asking about sustainability in RFPs. Attendees notice how events are produced. Destinations are competing on values, as well as amenities.

The People and Planet First framework identifies enterprises that exist to address social and environmental problems. For organizations that want their meetings spend to support those causes, it works as a practical filter: you can search verified organizations in the People and Planet First directory. People and Planet First is the global standard and verification badge; Good Market Global is the software infrastructure and digital directory that powers it. [1, 2] EJP Events is a member of the Good Market Global directory and is working toward People and Planet First verification.

The same standard applies to where a meeting happens. The Netherlands has built its infrastructure, tourism strategy, and national identity around sustainability. When we bring 200 or 2,000 people to a city, we invest in that place: its economy, its infrastructure, and its community. A meeting in Amsterdam is an investment in sustainability as well.

Summary for Planners

  • Access: Direct flights from major hubs; high-speed rail to London, Paris, Brussels, and Germany; Schiphol Airport 15 minutes from city center
  • Venues: Canal houses to convention centers, Michelin-starred hotel properties, widespread green certifications
  • Sustainability: Eco-certified hotels, renewable-powered transit, world-leading water management, rising GDS Index ranking
  • National Support: Convention bureau planning assistance, pre-conference financing up to €90,000, attendance guarantees
  • Walkability: Compact, navigable city; delegates can easily explore independently
  • Culture: World-class arts, dining, and experiences beyond the agenda
  • Values: Amsterdam aligns with People and Planet First principles at every level, from water management to venue certification to national tourism policy

Emee Pumarega, CMP, is the founder of EJP Events, a Portland-based event planning company and Good Market Global member specializing in corporate meetings, conferences, and association events. Shawn Granton is a member of the EJP Events team. With over two decades of experience and a commitment to cultural competency and sustainability, EJP Events operates under the philosophy that True Hospitality Welcomes Everyone. For venue sourcing, site visits, or event planning support in European and domestic destinations, visit ejpevents.com.

A Tokyo Corporate Event: Venue Sourcing, Cultural Experiences, and Strategic Planning for Executive Teams

Posted on by Emee Pumarega
Photo of buildings lit up in the evening, with crowds crossing a street in Shinjuku Kabukicho, a popular entertainment area in Tokyo, Japan
Shinjuku Kabukicho, a popular entertainment area in Tokyo, Japan. Photo credit: ©Tokyo Convention & Visitors Bureau

How a boutique events agency designed a six-day executive offsite in Tokyo with luxury venues, curated dining, and cultural programming.

Planning a Tokyo corporate event from the US can feel daunting. When a leading venture capital firm asked EJP Events to design a six-day executive offsite in Tokyo, the team of up to 19 people needed working sessions, cultural experiences, and enough breathing room to make the trip feel worthwhile. They adopted the motto Mono no aware – the profound appreciation of the beauty in fleeting moments – and the six days we designed reflected that sensibility throughout.

Finding the Right Workspace for a Tokyo Corporate Event

Sometimes the best venue is the one right in front of you. One team member lived at Toranomon Hills Residential Tower, and once we learned more about the property, it became the clear choice for the group’s workspace. The 210-square-meter lounge on the 41st floor offered panoramic Tokyo views, a professional kitchen for catered lunches, and flexible space for both structured working sessions and optional social time in the evenings. 

After a thorough venue selection process that involved multiple hotels such as Andaz Tokyo, Tokyo Edition, Pullman Hotel Tokyo, Capitol Hotel Tokyu, and more – the group decided on the Dai-Ichi Hotel in the Shimbashi neighborhood, which was very close to Toranomon Hills.

The team walked over from the Dai-ichi Hotel each morning and used the Toranomon Hills workspace across multiple days – a setup that kept them focused during sessions, while catered lunches saved the time they would have spent navigating an unfamiliar city at midday.

Culinary Excellence Across Six Days

We designed a dining program that showcased Tokyo’s depth and provided variety across all six days while accommodating dietary restrictions at every venue.

a long houseboat on the Arakawa river in Tokyo, often used for Tokyo corporate events
the Harumiya Cruising Restaurant, used by our Tokyo corporate event group for a welcome dinner cruise. Photo courtesy their website. https://omakase.in/en/r/ly197821

The welcome dinner aboard Cruising Restaurant Harumiya – a private buyout on Tokyo Bay – was the perfect way to reconnect after travel. Teppanyaki Ginmeisui GINZA split the group into intimate six-person partitions and a private back room, because the most meaningful conversations happen in smaller settings where everyone can actually participate. Shojin Ryori Daigo introduced Buddhist vegetarian cuisine. Tofu Ukai hosted the group in private dining rooms for kaiseki-style tofu cuisine, demonstrating that dietary accommodation and culinary excellence go hand in hand. NEST@Peter at the Peninsula Tokyo – one of the world’s most recognized luxury hotels – served as the pinnacle dining moment of the week. On another evening, the group split into three teams for walking food tours through different neighborhoods, each with a dedicated guide.

Cultural Experiences With Purpose

The best executive retreats offer experiences that spark genuine reflection. Our Tokyo corporate event included a private Ikebana session at historic Kiyosumi Garden, where participants worked with a master teacher on Japanese flower arrangement – an art form grounded in principles of ma (negative space), balance, and restraint. That same morning included a visit to a nearby Buddhist temple for a traditional fire-burning ceremony.

An optional visit to the Yayoi Kusama Museum featured the Visionary Colors exhibition, including Kusama’s iconic infinity mirror rooms. For a venture capital team whose work centers on identifying visionary founders, experiencing Kusama’s singular creative vision firsthand carried particular resonance. The museum limits visitors per time slot, so advance booking was essential. The group also had the option to visit the Mori Art Museum in Roppongi Hills, showing an exhibition on how contemporary art responds to the environmental crisis.

Friday evening featured walking food tours of Shibuya and Shinjuku neighborhoods, with an optional evening at Ce La Vi nightclub in Shibuya.

Five woman dancers in kimonos holding umbrellas stand on an illuminated floor that reads "CE LA VI Tokyo". This is a nightclub used often for Tokyo Corporate Events
Performers at the CE LA VI Tokyo nightclub. Photo by EJP Events

Saturday morning brought the group together for a sumo stable experience followed by bento box lunches. Throughout the week, we split the team into smaller groups for guided walking tours through Daikanyama and Nakameguro, Shimokitazawa, Kagurazaka, Omotesando, and Jiyugaoka. A ride on the Tokyo Sakura Tram – the city’s last remaining streetcar line – offered a view of daily Tokyo life rarely seen by visitors. These excursions gave the group physical activity after work sessions and time together in smaller, more conversational settings.

What It Takes Behind the Scenes

On the busiest days, the Tokyo corporate event required three guides and three vehicles operating simultaneously, with the group splitting into two or three tracks. On one afternoon, the group ran a dedicated investment team meeting at the workspace, while the rest of the group had the option to visit the Mori Art Museum – the kind of parallel programming that requires careful coordination across multiple schedules. We managed dietary accommodations across six different restaurants and handled logistics for a 19-person group navigating one of the world’s largest cities. This is the kind of complexity that experienced event planners absorb, so your team can focus on what they came to do.

A narrow alleyway with many Japanese paper lanters hanging from the shop and restaurant awnings.
Nonbei Yokocho in Shibuya district, Tokyo. Photo by EJP Events

Begin Planning Your Tokyo Corporate Event

Whether your next offsite is in Tokyo, across Japan, or in the many regions of the US, UK, and EU that we serve, EJP Events brings deep local knowledge, established vendor relationships, and cultural fluency to executive programs where every detail serves a purpose. We are your English-speaking, US-based global boutique agency who can handle the sourcing, the coordinating, the problem-solving, and the local relationship-building so you don’t have to. Ready to explore more? Please contact us.

A group of smiling people pose in a pair of rickshaws, with the rickshaw drivers in front waving and smiling. The Tokyo Skytree landmark rises in the background. This area is popular with Tokyo corporate event planners
A group of business meeting attendees enjoying a rickshaw ride on a sunny day in the Asakusa area near Tokyo Skytree.

EJP Events: Strategic Event Design & Multi-Day Conference and Event Production

Certified Meeting Professional (CMP) | 25+ Years Experience | Portland, Oregon

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Why Your Association Should Host Its Next Conference in Portland, Oregon

Posted on by Shawn Granton
Portland as viewed from Pittock Mansion

As an internationally-focused event planning company, EJP Events has extensive knowledge about destinations worldwide. But we have even deeper expertise in our hometown: Portland, Oregon. This Pacific Northwestern metropolis, located about 70 miles/115 km from the Pacific Ocean and 180 miles/300 km south of Seattle, offers abundant natural beauty, decent weather year-round (if you don’t mind a little rain), and exceptional venues for association and corporate events, conferences, and meetings. Here’s your primer on what The Rose City has to offer.

Top Portland Event Venues: Hotels & Meeting Spaces

Oregon Convention Center: Where Sustainability Meets Scale

View of Oregon Convention Center prefunction area from above. A large hall with a pendulum sculpture suspended above, with a group of people gathering and mingling in the hall.
Oregon Convention Center prefunction area. Courtesy Travel Portland.

The Oregon Convention Center isn’t just LEED Platinum certified—it’s a sustainability pioneer. As the first convention center in the world to earn LEED certification (2004) and one of only two in the U.S. with Platinum status, OCC proves that large-scale events can be environmentally responsible. Solar panels generate over 25% of the building’s electricity, waste diversion programs keep materials out of landfills, and the recent Platinum certification from the Events Industry Council for Sustainable Event Standards confirms OCC’s position as a global leader. With 255,000 square feet of exhibit space, 52 meeting rooms, and direct MAX light rail access, this venue makes it easy for purpose-driven organizations to practice what they preach. EJP Events has planned many events at the OCC, and it’s one of our favorite large-scale venues that brings sustainability, affordability, and active transportation all together. 

Ideal for: Sustainability conferences, mission-driven associations, environmental organizations, and nonprofits seeking venues that align with their values.

A woman (Oregon Governor Tina Kotek) in a grey pantsuit stands on a stage in a hotel ballroom. The room is full of attendees and two screens on either side of the stage show the logo for "Celebrate PACCO", an annual business networking event in Portland Oregon.
Oregon Governor Tina Kotek addresses the group at Celebrate PACCO at the Ritz Carlton Hotel, Portland, Oregon, on December 15, 2023. Business meeting planning by EJP Events.

The Ritz-Carlton Portland: Luxury Downtown Event Space

Brand new to the scene and housed in the ultra-sleek Block 216 Building (Portland’s fifth-tallest building), the “Ritz” brings a touch of modern class to downtown Portland. This 251-room five-star hotel with spa features:

  • 17,883 square feet (1,661.4 m²) of meeting space over nine rooms
  • Ballroom that can hold 800 guests
  • Bellpine restaurant and bar on the twentieth floor offering panoramic views of the city and lands beyond, including Mounts Hood and Saint Helens on clear days

Ideal for: Corporate conferences, galas, and upscale business meetings

The Hotel Zags. ©Evrim Icoz Photography

The Hotel Zags: Boutique Portland Meeting Venue

Located on the south side of downtown, The Zags has a hip vibe, billing itself “the perfect Portland portal.” The young and young-at-heart will appreciate The Zags’s loaner bicycles, skate boards and other gear available. This distinctive venue provides:

  • The Colosseum Room with capacity for ninety attendees
  • Two smaller board/breakout rooms
  • Perfect spot for a smaller meeting, or a special “add-on” to another big event

Ideal for: Executive retreats, creative workshops, and intimate corporate gatherings

The Allison Inn: Oregon Wine Country Event Destination

Located approximately forty-five minutes from downtown, The Allison is snugly ensconced in Oregon’s Wine Country, a region rich with vineyards and tasting rooms. The Allison’s 77 guest rooms and 8 suites make a great “home base” for viticultural explorations. This premier venue bills itself as “Oregon’s premier event venue and meeting space” with:

  • 25,000 square feet (2,323 m²) of overall space
  • Private outdoor terraces for receptions
  • On-site spa and restaurant
  • Wine tasting experiences nearby

Ideal for: Multi-day conferences, executive offsites, social events, and incentive programs

Portland Team-Building Activities & Outdoor Experiences

The breadth of outdoor activities within a one-hour radius from Portland’s Pioneer Courthouse is staggering. Here’s a sample of what’s available:

Multnomah Falls: Columbia River Gorge Excursion

Nestled in the mighty Columbia River Gorge east of Portland, Oregon’s highest waterfall drops 620 ft (189 m) from plateau to valley floor. Multnomah Falls is a natural photo-op (many an engagement photo has been taken here). And it’s just one of many falls along the Historic Columbia River Highway, a road built over 100 years ago linking our city to the east and offering numerous vistas and scenes of beauty for the traveler willing to get off of busy I-84. And the Columbia Gorge Express allows easy car-free access to the Falls and other destinations in the Gorge.

Washington Park & Forest Park: Easily Accessible Urban Nature Escapes

There’s no need to even leave the city limits to enjoy spectacular scenery and connections to nature. Nestled in the Tualatin Mountains, aka “West Hills,” which rise sharply just west of downtown, these parks feature:

  • Scenic vistas and miles of wooded, winding paths (including the famed Wildwood Trail)
  • Hoyt Arboretum with diverse collections
  • Pittock Mansion with historic charm and sweeping views
Hoyt Arboretum

Why Choose Portland for Your Next Event

No Sales Tax in Oregon

Oregon is one of five states to have no sales tax, and no local sales tax either. (We do have lodging tax, though.) No need to pull out a calculator when figuring out the total of your purchase! And Portland has many great shopping districts, like Downtown, the Pearl, SE Hawthorne, Sellwood, NE Alberta, and N Mississippi.

Event benefit: Your event budget goes further with predictable costs for catering, equipment rentals, and attendee purchases.

Public Transit That Gets You Places

For a mid-sized American city, Portland’s public transportation is impressive—a mix of light rail, streetcar, aerial tram, and of course buses connecting to all corners of the Metro area (including the Airport). Many lines feature frequent service, meaning waiting no longer than 15 minutes for the next conveyance. Paying your fare is easy, whether via Tri-Met’s (our local transit agency) Hop card or phone app, or paying via phone pay or credit card—no need for an app!

Event benefit: Attendees can navigate Portland independently without rental cars, reducing your transportation coordination needs and impact on the environment.

Bicycles! Portland’s Bike-Friendly Infrastructure

Like transit, our bicycle infrastructure is great for a mid-sized American city. Many destinations in inner Portland are just a half-hour or less bike ride away, and you can often get places by bike faster than on the bus or in a car. Didn’t bring a bike with you? No problem! Biketown, our ride-share system, has hundreds of community e-bikes scattered throughout the city—use it when you need to, then dock when done.

Plan Your Portland Event with Local Experts

Ready to explore Portland venues for your next corporate or association event, conference, or meeting? EJP Events brings deep local knowledge and international event planning expertise to ensure your Rose City event succeeds.

Contact us today to start planning your event.

Why You Should Consider University Event Spaces for Your Next Conference or Meeting

Posted on by Shawn Granton
Event space at University of California, Berkeley

When sourcing a venue for a conference, seminar, or corporate meeting, the event spaces available at colleges and universities are often overlooked. That’s a missed opportunity—because many higher education institutions offer affordable, well-equipped, and professional meeting spaces perfect for hosting successful events.

The Hidden Value of University Event Venues

University campuses typically feature:

  • State-of-the-art conference facilities
  • Lecture halls with AV capabilities
  • Ample breakout rooms and green spaces
  • On-site catering
  • Tech support
  • Convenient locations, often near city centers
  • Many things to do inside and around the campus

And here’s the real bonus: college and university venues are often more budget-friendly than hotels or convention centers—without sacrificing quality or service.

Many colleges and universities, like the University of Montana depicted here, have beautiful, historic campuses with a stunning natural backdrop

Addressing the Common Misconceptions about Scheduling

One reason many hesitate to consider university meeting spaces is the belief that they’re unavailable during peak academic periods like September and October. While it’s true that certain dates may be reserved for internal campus events, many institutions offer flexible scheduling, especially during weekends, holidays, and academic breaks.

Another concern is the assumption that universities come with too many restrictions. Yet, events are regularly booked in museums, historic buildings, and galleries—venues that come with their own sets of limitations and often require lots of extras in the form of rentals. In reality, colleges are often more accommodating than expected and can even offer unique perks, such as access to renowned faculty speakers or student volunteers.

Final Thoughts

Next time you’re planning a meeting or conference, don’t overlook what universities have to offer. With the right timing and coordination, university event spaces can be cost-effective, convenient, and surprisingly full-featured.

Need help planning a meeting or conference at a university or college? We have in-depth knowledge and experience with many schools, including the University of Oregon, University of Montana, University of California Berkeley, and Yale University. Get in touch with us if you need help or want to learn more.

A luncheon held at Yale University School of Management.

Oregon Coast Venues near Tillamook

Posted on by Shawn Granton
A big room with tables set up for dining, overlooking a beach with ocean waves in the distance.
The Fireside Room at Headlands Coastal Lodge and Spa, courtesy of the hotel

It’s time to visit event venues on the Oregon Coast! Tillamook County’s shoreline stretches from Neahkahnie Mountain in the north to Cascade Head in the south, encompassing sandy beaches and rocky headlands. The coastal destinations in Tillamook County are within easy reach of Portland as nothing is more than two hours away by car, making it a great destination for events. There’s a variety of different options out here. So let’s explore Oregon coast venues near Tillamook, shall we?

The Winery at Manzanita

Located mere blocks from the beach on Manzanita’s main drag (Laneda Ave), this cozy tasting room would make a great place for a casual meeting or an evening engagement. There are various configurations of space (indoor and outdoor) that can be rented from two hours to all day, and a whole venue buyout is also possible. And you’ll be able to sample some of the delicious vintages this winery is known for.

An exterior scene of the Winery at Manzanita, a building with a second-story deck and outside tables with red umbrellas.
The Winery at Manzanita (from their website)

Headlands Coastal Lodge and Spa

Located on the south end of the county in Pacific City, the Headlands is a full-service hotel and spa with a five meeting rooms to suit various meetings and events. Many of these rooms (which can hold up to 15) offer sweeping views of the beach and ocean. An adjoining patio provides space to expand your gathering whether it’s a group retreat or intimate wedding.

Tillamook Creamery

The mothership of Tillamook’s dairy operation, the creamery is a must-stop for many folks traveling on US 101 along the Oregon Coast. But besides touring the plant and eating tasty ice cream, did you know that the Creamery has meeting spaces too? And of course they’ll cater your meeting.

Oregon Coast Scenic Railroad

Lastly, we’ll mention this excursion railway that we mentioned back in our 2019 “Use a train for an event” post. This heritage road that uses the former Southern Pacific/Port of Tillamook Bay trackage from the town of Garibaldi north to the mouth of the Nehalem River. (The Coastal Gale of 2007 cut off rail access over the Coast Range, leaving this railroad cut off from the North American network.) The railroad runs excursion trains generally from spring through fall. And you can rent an entire car on the train, and also charter a whole train for your next event or meeting.

A steam engine pulling a train decorated for Christmas, steam pouring from the engine.
Oregon Coast Scenic Railroad’s rentable excursion train pulled by a steam engine is ready to tour the beauty of the coast.

Transportation

While most people will get to coastal locations in Tillamook County by car, there are alternative forms of transportation! The Coastliner bus (formerly Tillamook Wave) provides daily service three times a day between Union Station in downtown Portland to Tillamook’s transit center. From there you can catch buses north or south on US 101 to get to the destinations listed above and then also connect to adjacent transit systems Sunset Empire Transit (Clatsop County) and Lincoln County Transit, all part of the NW Connector network.

We hope that you found this post informative and that it helps you to source for your next Oregon Coast Meeting or event. While this post concentrates on Oregon coast venues near Tillamook, for more information about other Oregon and SW Washington Coast destinations check out our posts on Astoria, Seaside, and the Long Beach Peninsula. If you need any help planning your next corporate meeting, event, or conference on the Oregon Coast, EJP Events is here to assist.