Kingston Pen: An Inaugural "Raw" Venue Planning Experience

As event planners, we know that every experience we create can present its own distinctive set of challenges. How about planning an event for the first time ever at a decommissioned prison…with no utilities or facilities (except electricity)…for a group of Association Executives…with a hurricane?

We asked Ted Robinson at Tourism Kingston and Megan Howes at Events & Management Plus Inc. to share their experience in using this unique setting to execute a successful event. Here’s what they had to say:

The opportunity to plan a reception at Kingston Penitentiary National Historic Site was truly unique. Executing an event in Canada’s oldest maximum-security prison was a remarkable experience for all of us, allowing us to provide delegates with an unforgettable evening.

This was the first time the prison grounds, which predate Confederation, were utilized as an event venue -- a dream Ted had had for years, finally come to life. Working from the plan Tourism Kingston created with local partners, EM+ organized a reception for over 225 attendees at the property. This event was set to be outdoors, which presented its own set of challenges, particularly with weather concerns. We were at the tail-end of Hurricane Beryl; the previous 2 days had been rain-soaked and blustery. Despite the unpredictability Beryl presented, everyone persevered through the setup, putting our faith in the weather clearing off. By the time the first bus arrived, the rain had stopped, and the event turned out to be truly spectacular.

The prison grounds are a "raw" venue space, meaning all supplies need to be brought in. Kingston’s professional suppliers, who were relied upon heavily, were invaluable in making this event a success – including dishware and reception rentals, audio-visual equipment, local food and beverage providers, water, and portable toilets. These suppliers’ dedication and collaboration, along with the support of our amazing volunteers, ensured the seamless execution of the event.

Tourism Kingston conceived the idea and began building its creative plan in January.  The intention to have a broad range of local event industry partners showcase their products throughout the evening was brilliant. This approach not only highlighted the city’s culinary expertise but also demonstrated Kingston’s event capabilities, and strong sense of community and hospitality, to the association executives and meeting professionals in attendance. The collaboration demonstrated the power of strong relationships and provided a unique, immersive experience for attendees.

Having the opportunity to work across all partners to help showcase our city as a top event destination for meetings and conferences was truly remarkable. “As a Kingston-founded and operated association and conference management firm, we are proud to represent our city and everything it has to offer to the meetings and events world,” said Howes. “Through strong partnerships, we got to witness how all the vendors and suppliers came together to execute such a creative experience for the CSAE Summer Summit, and it was amazing. This collaboration highlighted the strength of Kingston’s community and its commitment to supporting and enhancing the meetings and events industry.”

Article written by:

Megan Howes, CAE, CMP, DES, Vice President, Events & Management Plus Inc.

Ted Robinson, Business Events Specialist

Article edited by:

Megan Howes, CAE, CMP, DES, Vice President, Events & Management Plus Inc.

Ted Robinson, Business Events Specialist