Complete Conference & Registration Management Package

Do you belong to an industry association where you have suddenly become involved in the planning of its next conference?   Are you overwhelmed at the thought?    

CANHOST Group recognizes that almost all of these conferences are run voluntarily by busy professionals and volunteers who have agreed to “help plan” the next conference but the workload comes in addition to their regular responsibilities.  You may lack time and support needed to get the job done and in this case, plan the conference and impress the delegates! 

CANHOST Group provides this package of professional services whether the conference is hosted locally, provincially or nationally.  It is important to CANHOST Group that both the planning process and conference staging is successful for all stakeholders involved!   Robin, seen here with one of the Organizing Committee and her colleague (with Conference Concepts, Calgary), providing Registration Services to an International Symposium in Banff, AB.

CANHOST Group can … 

  • Become part of the Conference Committee and determine stakeholders

  • In consultation with the client, determine conference vision, goals, budget projections and target audience 

  • Develop a conference program outline

  • Select possible venues and availability of dates

  • Develop conference planning timeline

  • Coordination of facility bookings and set-up requirements

  • Coordination of accommodation arrangements (eg. hotel block bookings)

  • Coordination of design and printing of promotional literature

  • On going management of conference income and expenses

  • Coordination of speaker and invited guest travel, accommodation and honoraria

  • Coordination of peripheral events such as tradeshow exhibits, socials, pre and post conference tours and accompanying persons programs

  • Preparation of registration packages / nametags

  • Registration Management Services:         

    • development of registration forms (brochure, paper form or on-line)

    • collection and processing of registration information and payments (visa, mastercard, purchase order / invoice, cash, cheque, money order)

    • issuance of personalized confirmation letters and receipts to delegates and guests by mail, e-mail or fax

    • electronic tracking of all individual delegate and payment information

    • Provide points of contact for delegates with conference registration questions

    • On-site registration of delegates and guests to the conference

    • Coordination of catering and food service arrangements

    • Coordination of all audio-visual needs

    • On-site assistance during duration of conference

    • Coordination of evaluation forms and final financial reporting

    Let us show you how this can be included in your conference budget and you can still break even or make a profit!