WHAT WE DO – AND HOW WE DO IT
Intertask is Canada’s leading provider of conference, exhibition and special event services since 1973. We are based in Ottawa and manage programs from coast to coast.
PROJECT PLANNING & PROGRAM DEVELOPMENT
We understand the internal challenges faced by organizations with respect to board oversight and working with sometimes limited human and capital resources.
A conference program must deliver in meeting established goals while reflecting the values of the organization to the highest standards possible. As an operational partner, we will work closely with our clients to allay concerns, mitigate risk and help the project team realize key event return on investment targets for suppliers, sponsors and delegates alike.
WORKING WITH COMMITTEES
Regular communication is paramount to a successful event.
A schedule will be developed and approved for the timing and location of Steering and Program Committee Meetings. A number of these meetings will be face-to-face, while others may be by teleconference or a combination of webinar and teleconference.
Intertask understands the needs of both organizers and speakers.
Our dedicated team ensures meticulous attention to the details necessary to make a speaker’s involvement a more pleasurable and successful experience. Our speaker management service includes coordination of all aspects of speakers’ agreed-upon participation, with professional protocol and senior-level communication.
Producing and managing an event comes with inherent risk.
Our specialty is identifying and managing risks and making sure there are contingency plans in place for unexpected eventualities. We can provide a full risk assessment before the event to ensure we have identified potential risks and whether that risk is high, medium or low.
The logistics team works closely with the suppliers from the outset.
We conduct pre-conference meetings with the facility management team and supervisors to ensure that what has been planned and contracted is in place.
FINANCIAL MANAGEMENT and REPORTING
The goal of any event, big or small, is to be fiscally responsible and produce the best financial results possible.
We always work together with our clients to achieve this crucial goal. Our finance team is managed by a Chartered Professional Accountant (CPA).
Intertask’s reporting capabilities are timely and comprehensive. Financial, registration, speaker and delegate reports are provided frequently, and ensure our clients have the information they need, when they need it.
REGISTRATION & ACCOMMODATION
The registration process is one of the first opportunities to make a lasting impression on delegates, exhibitors and sponsors.
We work with our clients to develop an easy to use online registration process that integrates activity and session selections, survey questions, and hotel reservations into a single system – allowing for complete reporting, tracking and online payment processing. Each transaction is processed through a third-party payment gateway and delegates receive both payment and registration confirmations immediately by email.
By importing membership information, we can restrict access to member registration fees to eligible delegates by requiring a member to authenticate themselves during the registration process. Complimentary registration is controlled through the use of unique priority codes.
The system can easily integrate event, company and/or sponsor logos, and can collect simple survey information. All user fields can be exported to Excel.
Managing the delegate accommodation process can take a variety of formats, from a full service housing bureau to room block management: Intertask is able to customize the level of service to meet all needs and budgets.
We are experienced at working with scientific committees to manage the submission process:
- Developing submission guidelines
- Creating and managing an online submission tool
- Coordinating peer review (assigning abstracts to reviewers)
- Communicating review results to authors
- Assigning abstracts to sessions
- Overseeing competitions
SPONSORSHIP AND EXHIBITION SALES & MANAGEMENT
Intertask understands that developing and implementing a successful exhibition and sponsorship strategy is an important deliverable to the overall success of any conference.
In our 40+ years of conference and event management, we have been instrumental in helping dozens of organizations reach key event and operational goals.
Our team has an established sales and marketing capability to support exhibit and trade show development and sponsorship sales, which has been built over 15 years of experience developing and managing major association conferences.
In short, we deliver!
Destination and venue selection has an enormous impact on every facet of your event, including attendance, delegate experience and financial success.
Intertask has managed multiple programs in every major conference destination in Canada. We know their respective capabilities, strengths and weaknesses, and shifting seasonal demand. Our Project Managers have excellent relationships with the primary conference venues and hotel properties, and leverage them to obtain the best possible outcome for each client’s unique needs.
CONTRACT REVIEW AND NEGOTIATIONS
We are experienced in managing the procurement and contract negotiation process for meeting services including: conference venues (hotel and convention centres); food and beverage; audio-visual; show services (display contractors), among others.
Intertask works with all suppliers to negotiate the best possible rates. Clients benefit from our experience and negotiation skills – including comparative pricing history, extensive industry knowledge and network of contacts.
We work closely with our clients to ensure supplier RFPs align with the distinct needs of each conference program. We negotiate contracts that are fair, and protect the best interests of our clients. Following an exhaustive contract review, we identify and explain key clauses that increase event risk, and make recommendations for desirable revisions. We always strive to enhance our contract agreements by modifying contract features such as payment terms, or by securing other value-added concessions.