Whether you’re organizing a corporate retreat, conference, or incentive trip, Kelowna offers a wealth of unique venues, breathtaking scenery, and local charm to elevate your gathering. In this blog post, we’ll share 7 tips to help you navigate the ins and outs of hosting your event in this beautiful region, ensuring it not only meets but exceeds expectations. Let’s explore how to make your Kelowna event a resounding success!
1. Choose the Right Venue & Work With Local Suppliers
Image credit: Kelowna Concierge (Instagram)
Kelowna offers a wide variety of venues, from large convention spaces to intimate meeting rooms. When choosing the right venue for your event, consider:
- Capacity: Make sure the venue can comfortably accommodate your guest list.
- Technology: Ensure the venue is equipped to handle any technical components of your program. What are your requirements for high-speed internet, AV equipment, and other tech essentials?
- Location: Luckily, Kelowna is easy to get around. Many hotels are within a 20-minute drive from the airport, and numerous wineries, as well as other activities like golf, hiking, or the cultural district, are minutes away.
Local suppliers like Kelowna Concierge are ready to support you through the planning and execution of your event. As a full-service Destination Management Company (DMC) owned by seasoned hospitality and hotel professionals, the team at Kelowna Concierge understands what it takes to execute a flawless program. They also have their own fleet of vehicles and drivers, and collaborate with industry partners throughout the region, so they are a one-stop shop when it comes to supporting your event.
2. Start Planning as Early as Possible
Image credit: Ken Hagen
As a popular destination year-round, hotel accommodations in Kelowna can fill up quickly, especially during peak conference seasons like spring, summer, and fall. It’s essential to book accommodations early to ensure availability and preferred rates.
“Reach out as soon as you can! Kelowna is busy, and many venues book up quickly,” says Jillian Haller, Kelowna Concierge Co-Owner / Director of Sales & Events. “Also, be open to suggestions and feedback about experiences—we know what will best fit your group and budget, so please consider our suggestions.”
Early planning allows you to execute your events more smoothly, ensure higher attendee satisfaction, and achieve better logistical and financial outcomes.
3. Leverage Local Attractions & Highlight Post-Event Leisure Activities
The Harvest Golf Club. Image credit: Brian Sprout
Kelowna’s natural beauty and recreational activities will undoubtedly enhance your business event. To give attendees memorable off-site experiences, consider integrating activities like guided tours, boating on Okanagan Lake, or hiking the iconic Myra Canyon trestles trail into your schedule. Team-building activities at local wineries or golf courses offer a relaxed atmosphere for fostering stronger business connections.
In the lead-up to your event, you can also encourage your attendees to extend their stay in Kelowna for some post-event relaxation. Whether exploring local trails and outdoor adventures, relaxing at a lakeside spa, or taking in a round of golf, there’s plenty to do after the business portion of your event wraps up. Many attendees will appreciate the chance to unwind and explore this beautiful region of Western Canada.
4. Incorporate Sustainability into Your Event
Current Taxi at Hotel Eldorado at Eldorado Resort
Sustainable, responsible tourism and stewardship have become important parts of destination event planning. Though air travel increases one’s carbon footprint, Kelowna International Airport (YLW) is committed to reducing carbon emissions. The airport has been accredited through the Airports Council International (ACI) and its Carbon Accreditation program since 2018. You can learn more about YLW’s environmental initiatives on its website.
Once you’ve arrived in Kelowna—easily accessible thanks to numerous direct flights from major Canadian centres and Seattle, Washington—incorporating eco-friendly options is a breeze, thanks to local vendors and suppliers:
- Several Kelowna hotels are part of the Green Key Eco-Rating program, with certified properties internationally recognized and committed to sustainability and bettering the environment.
- CedarCreek Estate Winery, named Winery of the Year at the 2022 WineAlign National Wine Awards of Canada, keenly focuses on regenerative farming and sustainable practices when making its award-winning organic wines. The winery’s commitment to sustainability also extends to its onsite restaurant, Home Block, which can accommodate groups of 120 between its indoor space and outdoor terrace.
- Sncewips Heritage Museum offers private tours of its living museum for groups of up to 30 people. The tours provide an in-depth look at the culture and heritage of the syilx people, exploring topics like self-government, family and community structures, cultural practices, and more!
In addition to choosing vendors and venues with green practices and offering cultural experiences for your guests, you can also incorporate sustainable practices like reducing single-use plastics, minimizing paper handouts and freebies that may end up as waste, skipping some of the nice-to-have decor items like centrepieces or tablecloths, and working with local farmers/suppliers as much as possible for meals and snacks. This may add some extra work to your plate, but it will positively impact the environment and local economy.
5. Consider the Season for Optimal Timing
Group wine tasting at CedarCreek Estate Winery. Image credit: Darren Hull Studios
Rest assured, there is not a bad time of year to host a business event in Kelowna, thanks to its temperate climate and year-round beauty, with each season offering its own unique appeal. During the summer, you’ll have hot weather and the opportunity to incorporate numerous outdoor activities, but it’s also a peak season for leisure travellers. Fall and spring are ideal for events because the weather is enjoyable, and there are typically fewer tourists than in the summer. Winter is a great option if you’re looking for a quieter, more affordable time, with the bonus of nearby ski resorts like Big White for a post-event retreat.
6. Shop Local with Love for Kelowna
Consider working with vendors specializing in Okanagan produce, wines, and products to give your event a local touch. The Kelowna Visitor Centre carries over 1,600 locally created or inspired products and art pieces from more than 130 vendors, perfect for speaker or delegate gifts. Not sure where to start? Connect with Tourism Kelowna’s team to chat about available options or vendor recommendations that align with your needs. Choosing local supports the region’s economy and gives your event a distinct Okanagan flair.
7. Get Support from Tourism Kelowna
Image credit: Ken Hagen
Tourism Kelowna’s Business Development team are an excellent resource for planning your business event. They can provide recommendations for venues, hotels, and local service providers, as well as promotional materials to help attract attendees. They can also assist with logistics planning, such as transportation and visitor information.
Whether you’re organizing a large conference or an intimate corporate retreat, Kelowna offers all the resources and charm you need to make your next business event a success. With the proper planning, venue choice, and local partnerships, you can create an unforgettable event that achieves your business objectives and leaves a lasting impression on your attendees. Start planning now to make the most of everything this extraordinary destination has to offer!