services » conference planning services
Conference Planning Services
At Jack Hirose and Associates, we understand that organizing a conference or event can be daunting and time-consuming. Your organization may also be planning a one-time event, which may be frustrating and impair employee productivity. With our experience and commitment to excellence, we can help you provide the service and attention your delegates deserve.
Our mission is to seamlessly provide organizational and management services, custom tailored to our clients’ needs, to ensure successful events. Specializing in multiple-day conferences, we maintain continuity throughout the events we produce, from day to day as well as annually. Our conferences have featured world-class presenters.
Pricing is based on the number of services requested, as well as the scale of the conference. For a custom quote tailored to your association’s needs, please contact us.
» Advise planning committee and working groups on tasks, deadlines and priorities in order to meet organizational goals
» Select and negotiate venue meeting spaces and hotel corporate guest room rates
» Provide site inspections at selected venues
» Select and negotiate with various print companies and mail processing companies for direct mail marketing campaigns
» Advise and develop marketing strategies to ensure satisfactory response rates
» Negotiate with conference-related suppliers including: catering companies, audio/visual companies, web and graphic designers, signage companies, catering companies, promotional award suppliers and other sub-contractors
» Develop a break-even analysis report
» Record all registration fees including amounts paid, owing and taxes collected
» Preparation of GST/HST reports
» Preparation of final financial expense and profit report
» Advise on guest speaker selection
» Negotiate speaker fees
» Advise on speaker keynote and workshop topics
» Collect speaker marketing materials including: bio, workshop outine, learning objectives, pictures and C.V.’s
» Arrange speaker travel arrangements including: flights, accommodation, airport shuttle service and meals
» Prepare speaker handouts
» Design custom PowerPoint or .PDF presentations
» Co-ordinate guest speaker gifts ie. plaques, certificates of appreciation
» Maintain registration database including follow up with participants via online registration system, phone, email, fax or mail
» Prepare and send out confirmation notices, invoices and receipts
» Provide accounts receivable reports
» Co-ordinate and direct event staff ie. ushers, registration desk personal, greeters
» Co-ordinate conference/workshop participant check-in process including handling of binders, handouts, name tags, payment processing
» Co-ordinate sub-contractors including audio/visual, catering personnel, conference videorecording, entertainment and others
» Co-ordinate conference bookstore and promotional products
» Set up ancillary tours
» Prepare and develop ads for event website, newsletters, brochures and invitations for marketing purposes
» Prepare and develop workshop handouts, binders and evaluation forms
» Prepare and develop sponsorship banners and event signage
» Prepare and develop workshop certificates and name tags
» Prepare name tags
» Prepare conference handouts package or binders
» Prepare course certificates
» Prepare conference promotional gift bags
» Co-ordinate post-conference debriefing session
» Tabulate and quantify evaluations
» Develop a conference summary report (event highlights, areas to improve and recommendations for future events)
» Send post event thank you messages
