(Photo courtesy Ottawa Tourism)

Ottawa Tourism has recently launched a one-stop shopping tool for meeting planners that is being heralded as the first of its kind in the world.

Called MeetingsEasy, the free-of-charge web-based software program allows planners to attach their meeting details and receive proposals over the web.

While the program is accessible online 24-7, the Ottawa Tourism team is introducing the product to planners across Canada at a series of Meet Canada tradeshows. The "unveiling" began this week in Halifax and Ottawa, with other shows in Laval, Toronto and Calgary.

"The response has been fantastic," says Tom Price, director of meetings and conventions sales and marketing for Ottawa Tourism. "We've managed to take out the tedium and make planning a meeting a much more streamlined process."

The program has been in development for a year and allows planners to research facilities, request and receive proposals, and plan, save and update meeting details instantly. The program also allows users to create password-protected areas for confidential material.

It also gives planners the ability to upload their own documents to the system, rather than forcing them to complete pre-packaged, one-size-fits-all forms that may not meet their needs. In addition, a "meetings concierge" is available during regular working hours to help new users walk through the system or answer any other questions that may arise.

"To the best of our knowledge, there is no other program like it in the world", says Mr. Price, adding that $250,000 has been spent on the developing and marketing of MeetingsEasy. "We're saving meeting planners not only the cost of the software, but also endless hours in researching, collaborating and recreating documents."

He foresees the program appealing not only to Canadian-based meeting planners, but also to international planners and even individuals wanting to plan a wedding or family reunion in the Ottawa area.

Partners in the program include hotels, restaurants, caterers, attractions, museums, outdoor activities, and audio-visual specialists – virtually all the services required during the course of a meeting. It's available at www.ottawatourism.ca/meetingseasy