Services Offered

Pre-Event

• Organization of regular meetings with the client or advisory committees

• Prepare agendas
• Write and distribute minutes
• Develop a work plan
• Develop a comprehensive plan for the event
  

• Management of communications (oral and posters)
• Supporting development of programming and scheduling of the event (eg, suggestions for social activities, theme meals)
• Liaison with the venue

• Search and site selection
• Contract negotiation
• Block room management
• Choice of menus
• Audio-visual equipment needs
• Development of room plans
• Meet the hotel staff before the event




• Negotiation with various suppliers and supervision of contracts
• Distribution of promotional materials, preparation and distribution of invitations and follow-up (postal or by e-mailing)
• Registration Management

• Policies and procedures management
• Prepare the invitation and registration form
• Manage the online registration process (if so)
• Manage registrations and keep up-dated list to send to client
• Liaison with participants
  

• Transport management; liaison with the travel agency
• Housing Management
• Coordination of participation kit

• Preparation (other than the content)
• Printing
• Assembly
• Name tag
  

• Liaison with the facilitator
• Liaison with the speakers

• Prepare an agreement
• Prepare an information form
• Obtain their presentation
• Prepare thank you notes and gifts
  

• Preparation and coordination of orientation sessions for the event, volunteer management if necessary
• Financial management as required; budget control
• Development of room plans and facilities
• Identification of audiovisual needs and simultaneous interpretation
• Management of exhibitors

• Target potential exhibitors
• Draft an agreement
• Liaise
  

• Identify requirements for signs and décor (posters, tent cards for special guests and speakers)
• Communications

• Liaison with a professional firm if necessary
• Promotional event image (graphic design and printing)
• Adaptation of the website (if applicable)
• Liaison with the photographer and videographer
  

• Preparation of the event assessment to determine if the desired objectives have been achieved

On Site During the Event

• Welcome and liaison with special guests, speakers and participants
• Prepare and manage the reception/registration desk

• Give kits to participants

• Organize the administrative office of the event

• Receive and organize boxes containing kits, supplies, etc.

• Uninstall the administrative office at the end of the last day

• Supervise the installation of rooms

• Do signage

• Oversee audio-visual equipment needs for each meeting room

• Supervise meals

• Liaise and supervise exhibitors

• Meet with the media and refer them to relevant resources

• Collect evaluation forms
  

Post-Event

• Compile assessments
• Provide a statistical report (if required)

• Deliver a financial report (if required)

• Attend an post-mortem meeting