SERVICES
Venue Search and Selection
Registration Services
Speaker Support
Budgeting and Financial Management
Facilities Management
Audio-Visual support
Special Events and Guest Programs
Marketing, Promotion and Communication
Management and Administrative Services
Poster Session, Trade Show and Exhibition Management
Program Development and Coordination

Venue Search and Selection

  • Develop event location and site selection criteria specific to your event, and undertake research to identify, recommend and report on appropriate locations and venues.
  • Issue requests for proposals (RFPs) to venues, analyze the proposals and report on them.
  • Conduct site inspections to determine suitability by evaluating guest room accommodation, meeting and exhibit space, amenities such as Internet access, on-site parking, accessibility by road/rail/air, local attractions, and availability of local suppliers of conference-related supplies and services.
  • Work with venue sales representatives to determine availability and negotiate contracts, giving careful consideration to attrition and cancellation policies, deposit and payment schedules, establishing credit, master accounts, etc.

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Registration Services

  • Provide a North America wide toll-free number for delegate registration and assistance.
  • Design hard copy and electronic registration input forms to ensure fast, accurate and consistent input of advance and on-site registration data to a customized registration management database.
  • Receive and process registration and sponsorship payments by purchase order, bank wire transfer, cheque, international money order, or by credit card.
  • Design and produce registration reports.
  • Issue receipts to registrants at the conference, by mail or e-mail.
  • Record cancellations and refunds.
  • Provide experienced on-site support staff, including bilingual (French/English).
  • Manage a Registration Check-In desk to process delegates and provide information, registration materials, name badges, etc.
  • Process on-site registrations and payments.
  • Prepare registration packages for distribution to delegates on-site.
  • Coordinate production of name badges including lanyards, name badge holders, and printed name badge inserts.
  • Coordinate production and distribution of meal preference, dietary restrictions and special event tickets.

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Speaker Support

  • Organize a speaker preparation checklist.
  • Develop a slide presentation management system.
  • Receive, catalogue and manage speakers’ PowerPoint slide decks.
  • Arrange and se-up a speaker preparation room.
  • Coordinate the collection and organization of PowerPoint presentations from speakers in advance of the conference and on-site.
  • Review PowerPoint presentations with speakers on-site to ensure functionality and compatibility with A/V equipment.
  • Load PowerPoint presentations onto computers in session rooms.

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Budgeting and Financial Management

  • Develop registration fee pricing structure.
  • Develop tiered sponsorship packages with associated benefits.
  • Solicit quotes from suppliers of conference-related materials and services (e.g., graphic design, printing, website programming, exhibit materials, poster boards, audio-visual equipment and services, promotional materials, receptions and other events, transportation, etc.).
  • Develop budget spreadsheets of projected income and expenditures.
  • Track income and expenditures and provide regular reports with explanations of variances.
  • Follow-up on delinquent accounts.
  • Verify accuracy of all supplier invoices and arrange for any required adjustments before payment.
  • Prepare final accounting and third-party verification of financial records.

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Facilities Management

  • Serve as primary point-of-contact with hotel representatives to manage guest room block.
  • Serve as primary point-of-contact with the venue convention services representative to manage function room requirements, set-up details, exhibit areas, poster sessions, food and beverage, etc.
  • Participate in an on-site pre-event meeting with venue staff and service suppliers.
  • Prepare function contracts and ensure just in time guarantees for on- and off-site catering functions.
  • Ensure catering arrangements are sensitive to the cultural, health and lifestyle needs of conference participants including special dietary issues such as vegetarian/vegan options, kosher options, and food allergies.

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Audio-Visual support

  • Assess the needs for audio-visual equipment and technical support services for sessions, trade show, Internet cafés, registration, administration, etc.
  • Arrange simultaneous interpretation services through qualified professionals knowledgeable of the subject matter being addressed at the event.
  • Solicit competitive quotes from qualified audio-visual suppliers.
  • Negotiate contracts for audio-visual equipment rental and technical support services.
  • Work with audio-visual technicians on-site to ensure equipment and software is in place and functioning properly.
  • Finalize audio-visual set-up and dismantle requirements and schedule.

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Special Events and Guest Programs

  • Research options for special events.
  • Solicit proposals from destination management companies that specialize in guest tour programs, and work closely with them to develop suitable optional tours.
  • Develop interesting programs that present the best features of the location in an enjoyable and entertaining manner, recognizing cultural and demographic influences.
  • Process registration and payment for special events and guest programs.
  • Communicate with participants to ensure they receive all pertinent program information for example, time and place of departure, special equipment and/or clothing required, etc.

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Marketing, Promotion and Communications

  • Coordinate the graphic design of an event logo or identity and ensure consistent application to all communications materials.
  • Coordinate the design and production of conference stationery (letterhead, receipts, name badge inserts, ad materials, website, etc.).
  • Coordinate graphic design and production of event communication materials e.g., announcements, call for papers, preliminary and final programs, book of abstracts, proceedings, signage, etc.
  • Submit promotional ad materials to appropriate trade journals, bulletins, electronic newsletters, and web-based calendars of upcoming events, etc. for print and electronic publication.
  • Arrange for issuing news releases in advance of the conference, on-site briefings for media representatives, and interviews with keynote speakers.

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Management and Administrative Services

  • Develop a detailed conference management plan with an associated task list and schedule, including critical path items.
  • Manage event mailing lists for customized use.
  • Act as primary point-of-contact with conference participants, including speakers, session chairs, etc.
  • Provide full-time knowledgeable staff to respond to enquiries received by telephone, fax and email during regular business hours (or as negotiated).
  • Develop and manage website content and updates.
  • Provide a direct delivery office and postal address for event management.
  • Arrange transportation for VIPs, special guests, and participants including air, rail and ground transportation.
  • Disseminate information about lodging, transportation, parking, etc. to assist delegates in making appropriate arrangements.
  • Provide information on local entertainment options, local sites of interest, social events and other functions.
  • Arrange a wide-range of materials to support and enhance a conference, including name badge holders, speaker gifts, recognition awards, ad-specialty promotional items and souvenirs.
  • Produce a variety of reports from the conference data, including those related to registration and finance, program and speakers’ schedules, statistical and demographic information.
  • Produce customized correspondence, receipts, name badges, etc from the conference database.
  • Produce a comprehensive post-conference report including details of registrations by affiliation, geographic location, etc. and provide lessons learned and recommendations for future conferences.

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Poster Session, Trade Show and Exhibition Management

  • Work with exhibit services companies to develop trade show and poster session floor plans.
  • Serve as primary point-of-contact with exhibitors, as well as poster presenters, with details of the floor plan, set-up, teardown instructions and other details.
  • Develop detailed exhibitor information packages.
  • Coordinate the needs of exhibitors including custom booth design and construction, carpentry, electrical, audio-visual, decorating, support equipment, set-up/strike schedules, and drayage and customs brokerage.
  • Serve as primary liaison with the exhibit services supplier to ensure that exhibits, displays and posters are set up and removed according to the schedule.
  • Provide personal service to exhibitors to ensure satisfaction and continued participation.
  • Coordinate exhibitor/display registration and booth location selection.

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Program Development and Coordination
  • Set up a management system to receive and catalogue details of contributed abstracts of presentations and posters.
  • Solicit participation of keynote and invited speakers.
  • Produce reports of contributed abstracts.
  • Coordinate meetings of program committees, in person or by conference call, to review abstract submissions and develop the program.
  • Co-ordinate letters of invitations to speakers requiring travel visas.
  • Develop guidelines for speakers and poster authors with respect to preparation of abstracts, papers, and PowerPoint slide decks.
  • Develop detailed Session Chair packages including roles and responsibilities, guidelines for sessions, speaker biosketches and other relevant information.

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