Host In Vaughan Meetings and Events Booklet

The Host In Vaughan Meetings and Events booklet is a dynamic, print and digital resource developed by Tourism Vaughan Corporation to position Vaughan, Ontario, as a premier destination for corporate and sporting events. Launched in January 2024, this comprehensive guide was created to streamline the event planning process by offering detailed, up-to-date information on Vaughan’s hotels, venues, sporting facilities, and local attractions. The booklet also highlights the support services available through Tourism Vaughan, ensuring a seamless experience for event organizers.

Purpose and Anticipated Outcomes:
The primary goal is to promote Vaughan as a viable and attractive location for meetings and events, thereby driving tourism and economic development. Anticipated outcomes include increased event bookings, enhanced visitor experiences, and elevated brand recognition for Vaughan as a top-tier event destination.

Effectiveness and Impact:
Since its launch, the booklet has helped secure over ten large-scale events, generating more than $8 million in economic impact. It has become a trusted reference tool for event organizers, distributed at trade shows and through direct outreach. The booklet has also fostered community pride and strengthened Vaughan’s brand identity.

Challenges and Adaptations:
Key challenges included coordinating with accommodation stakeholders, adhering to strict brand guidelines, and managing evolving venue data. These were overcome through regular stakeholder meetings, collaboration with the City’s communications team, and the use of standardized templates and update cycles. The booklet has undergone three major updates, with the latest released in April 2025, ensuring continued relevance and accuracy.

Target Audience:
The booklet serves a diverse audience of corporate event planners, sports tournament organizers, and tourism professionals across the Greater Toronto Area and beyond—impacting a population of over 4 million people.

Innovation and Creativity:
What sets this project apart is its user-centric design and innovative features, including interactive maps, contact information, and a visually engaging layout. It consolidates all essential planning information into one accessible resource, sparking creativity and simplifying decision-making for event organizers.

Sustainability and Broader Impact:
The project embodies sustainability by promoting local venues and services, thereby supporting the regional economy and reducing the need for long-distance travel. Its digital format minimizes environmental impact, while its adaptability allows other communities to replicate the model, tailoring it to their unique offerings. The booklet encourages a mindset of local pride and global competitiveness, influencing positive change in how communities market themselves.

Conclusion:
The Host In Vaughan Meetings and Events booklet is more than a promotional tool—it is a catalyst for economic growth, community engagement, and sustainable tourism development. Its proven success, innovative design, and replicable model make it a standout candidate for the EDAC 2025 Award in the Single Publication category.