Our Services

Our four-member team is comprised of professionals with key event management skills and resources. The team is cross-trained to provide well-rounded and adaptable event support.

Together the team has over 15 years of event management, sponsorship, and marketing skills to help you meet your event marketing objectives.

Project and Program Management:

• Develop and maintain budgets
• Event planning critical paths oversight and management
• Development and execution of event plans in conjunction with conference committee members
• Support conference committee meetings as required
• Provide regular updates on registration, financial and event planning
• Develop a critical path and update it on a regular basis
• Develop the overall schedule with the CCD
• Provide a post-mortem report with recommendations for future events

Financial Management

• Obtain quotations for proposed event resources
• Contract resources, based on conference committee approval
• Establish master bill procedures with hotel and/or other facilities and reconciliation of final invoices
• Review and approve invoices for payment
• Identify cost-saving opportunities while maintaining event integrity
• Provide post event financial reports

Registration Services

• Provide registration support (online, by fax or mail) and management of payments (by cash, cheque, or credit card) and receipts
• Create content for an online registration page
• Recommend cancellation policies
• Onsite registration management, including creation of nametags and other registration materials, greeting guests and providing onsite customer service

Abstract Management

• Produce the Call for Abstracts piece online
• Manage the receipt of submissions and all communications with abstract submitters
• Collect the final submissions, distribute to the jury and others for review using an online system
• Prepare and distribute letters of acceptance or rejection and communicate the final program to the conference committee
• Create the layout for the poster displays as well as the schedule of poster presentations

Speaker Management

• Soliciting and confirming conference speakers in conjunction with conference committee members
• Speaker management including sending confirmation letters, collection of biographies and content details for program development
• Travel and accommodation co-ordination as required
• Create expense submission policies and coordinate all reimbursement as per the policies
• Speaker support both before and during the event, including collection of presentations
• Arrangement of speaker gifts if required

Event Logistics

• Research, recommend and contract event resources, including venue, decor and AV selection and management (minimum of three bids)
• Monitor the room block and submit a room list for VIP’s, staff and CCD representatives
• Contract negotiation with all suppliers and act as their primary contact
• Responsible to submit the Event Specifications Guide in due time to the hotel including all requirements of food & beverage and other logistic elements
• Onsite management of event logistics on the day of the event

Sponsorship and Exhibitor Management

• Develop sponsorship target lists and solicit new conference sponsors (if required)
• Develop letters of agreement which include payment terms and ensure its fulfilment
• Exhibitor management, including confirmation letters, floor plans, exhibits set-up and logistics coordination, e.g. load in information and shipping instructions
• Exhibitor support both before and during the event, including managing any onsite requests
• Ensuring that all sponsorship benefits are met (marketing recognition) and onsite (acknowledgement)
• Manage the payment process
• Evaluation of the sponsors satisfaction with a high level report including recommendation for the next event

Social Events and Tours

• Arrange social events and companion programs as appropriate

Marketing Management

• Work with designers to develop promotional and registration materials for the conference
• Determine and develop onsite collateral materials including signage, delegate bags, onsite program, etc.

Staff and Volunteer Management

• Coordinate and/or hire any necessary onsite event staff (registration, room monitors, security, bartenders, etc.)
• Provide staff/volunteer training prior to event start, create a briefing document for volunteers including an attendee profile, background on the conference and assigned duties