Your partners in conference planning, management and success.
We’ll liaise with the meeting venue, ensure appropriate space assignments are made based on your program, oversee hospitality and catering arrangements, and listen, observe and contribute to planning meetings with your team.
We’ll watch the room blocks as the event approaches, implement mitigation strategies to avoid attrition penalties, and ensure you receive all the perks and benefits included in your hotel agreements. We do a post-event audit with all properties so you receive full “pick-up” credit for everyone attending your conference.
Our experience coupled with your industry knowledge is a powerful combination! We work with you to develop a sponsorship prospectus your future sponsors can’t turn down. We work with venues to identify desirable sponsorship assets, and, using your industry list, we’ll prospect and convert sponsorship sales, process payment, and ensure everything that was promised is delivered on-site.
Conferences are multifaceted: their success depends on a broad range of suppliers. From audio visual and display companies to offsite venues, transportation, event tech – we take care of all conference supplier negotiations and ensure what was promised is delivered on-site.
From developing a preliminary budget, setting up an independent in-trust account, implementing and monitoring the final budget, paying supplier invoices on your behalf, reconciling and reporting – we’re on top of the finances from A to Z.
Speakers are a critically important element in a well-run conference: we treat each speaker as a VIP, giving them what they need, when they need it so that your program shines.
As with sponsorship, we will solicit your exhibitor lists, process payment, be the primary point of contact for all exhibitor enquiries, develop the exhibit floor plan and assign booth placements, work with the venue and the display company, and manage everything on-site from move-in to tear-down.
We’ll get the word out that your conference is a “can’t miss” event. Together, we’ll develop a Communications Plan, and implement scheduled social media posts as directed by your team. We always comply with Canada’s anti-spam legislation (CASL) and General Data Protection Regulation (GDPR) guidelines in our outreach efforts.
We will set up the Conference Secretariat and respond to all delegate inquiries, and program the registration system to ensure post-event reporting provides the metrics you are looking for.
We manage the abstract review process from start to finish: receiving abstract submissions, distributing papers to evaluators, and advising authors of the outcome – it is seamless for all those involved.
Where is the best place to host your future conferences? We will do the necessary legwork based on your conference rotation, ensure meeting venues in those cities can accommodate your program, develop and distribute RFPs, review responses and make recommendations for your approval.
When your social program calls for a change of scenery, we will source unique offsite venues and arrange for everything you’ll need, from entertainment, transfers, décor, catering – and ensure it all rolls out smoothly, impressing attendees and sponsors, and making the hosts proud.