Coaching Corner - Susan Dallin O’Grady

Right Place, Real Impact with Susan Dallin O’Grady

For Susan Dallin O’Grady, site selection isn’t just about booking rooms or signing contracts, it’s about shaping life-changing moments. As a Site Selection Specialist for the Royal College of Physicians and Surgeons of Canada and an 8-year MPI member, she knows how every detail can affect someone’s future. The events she manages are not galas or summits; they are medical exams where one day can decide an entire career.

“Our events are medical exams,” Dallin O’Grady explains. “There’s no margin for error. We only get one shot each year, and someone’s career is riding on it.”

Dallin O’Grady has been in events for a long time, mostly with national associations and conferences. She discovered her real passion wasn’t the flashy side; it was the behind-the-scenes puzzle. “It wasn’t necessarily the ‘fun and sexy’ side of events,” she says. “It was the logistics, the contracts, the sourcing.” That focus eventually led her into site selection, where details matter more than anything.

When Dallin O’Grady sources a venue, she leaves nothing to chance. Wi-Fi strength, room layout, noise levels, air conditioning, even how far the examiners’ hotel is from the exam site. “We’ve had to cancel contracts before because something critical wasn’t communicated clearly,” she admits. “We learned the hard way to spell everything out in the RFP. You can’t assume. You have to ask.”

Her process is part precision, part partnership. Each year, she refines her RFPs and leans on strong relationships with DMOs, hotel reps, and venue partners across Canada. “Relationships matter,” Dallin O’Grady says. “The trust and consistency I’ve built through MPI really help. When you’re trying to place thousands of people across multiple cities, those connections are invaluable.”

Dallin O’Grady isn’t afraid to think outside the box either. When Montreal’s hotel prices skyrocketed, she pivoted to a performing arts center. “We went for a site visit, negotiated face-to-face, and ended up with a partner that really understood our needs,” she says. “It proved we don’t always have to do things the same way.”

Her measure of success isn’t the fanciest venue or biggest discount. It’s all about the right environment for exam candidates. “When a candidate walks into a quiet, well-lit, comfortable room and can concentrate without distraction, that’s when I know we picked the right place. That’s what makes the work so meaningful.”

Dallin O’Grady’s advice to newcomers is simple; don’t be shy. Ask for everything: rates, extras, flexibility, the worst anyone can say is no, and always double-check. “Just because someone says a room fits six tables doesn’t mean it actually does when you do the math,” she laughs.

She also stresses the importance of mentorship. “Find someone experienced, especially someone who’s worked on the venue or hotel side. Their perspective is invaluable.”

At the end of the day, Dallin O’Grady knows her work isn’t about glitz, it’s about impact. “In our world, the right venue isn’t just a space,” she says. “It’s a foundation for success and it always starts with asking the right questions.”

If you’d like to connect with Susan Dallin O’Grady to learn more about site selection, contract negotiations, or mentorship in the meetings industry, you can reach her at sdallinogrady@royalcollege.ca or find her on LinkedIn.

 Article edited by: Darlene Kelly-Stewart, Stonehouse Sales& Marketing Services