What We Do

WHAT WE DO

We develop and execute congresses and events for academic and medical organizations, associations, government and corporations.

HOW MAY WE HELP YOU?

Allow us to take a load off you. You, likely, have a full-time job and career. Organizing your congress is our job and our passion! We will develop and execute your congress and event, whether you are an academic, medical organization, association, government or corporation. We believe great things come in packages of all sizes – 100, 500 or 10,000 person congress – nothing is too small or too large. Let Simply Eventful Management manage your administrative, marketing, promotions and logistic duties so you can focus on your daily responsibilities and the growth of your association or company.

CONGRESSES & MEETINGS

Simply Eventful Management provides the experience, insight and resources to ensure your congress or event is a complete success.

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TRADESHOWS

SEM’s tradeshow strategy and management packages offer elite sales, marketing, and logistics support for both public and consumer exhibitions.

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SPECIAL EVENTS

Our team of qualified professionals is here to help create memorable experiences, and out innovative and creative solutions may be tailored to fit a wide range of budgets.

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OUR PROCESS

Whether you have a big or small group, we’ll help you every step of the way.

Step One

Discover – determine your vision and goals

Step Two

Design –  compose, organize, administer and sculpt your vision

Step Three

Produce – we’ll be there onsite with you to manage the excitement, while you enjoy and watch your vision unfold

Step Four

Celebrate – a successful event!

BID PREPARATION

Are you considering bringing a conference to Canada? We can help.

  • Bid strategy development
  • Committee support
  • Local convention bureau and service provider partnerships
  • Budget & financial management
  • Sponsorship generation
  • Marketing collateral and promotions
  • Development of bid book
  • Presentation, preparation and delivery

Management Consulting & Administrative

Understanding your objectives and vision, we will work to architect the perfect conference, using our negotiation skills to minimize the attrition and risk management for your association or company.

  • Site search and venue selection
  • Contract negotiation
  • Hotel group booking and contracts
  • Event liability insurance
  • Preferred supplier relationships providing excellent buying power to the client
  • Critical path development
  • Secretariat office: phone, fax, address and dedicated email address
  • Final reporting
  • Attrition, reduction and risk management
  • Octanorm, pipe and drape, table tops and book displays

Financial Services

We are event and financial specialists, making it easy for us to ensure that your budgetary needs remain organized, and provide you with financial reports, balance sheets, account reconciliation and much more.

  • Develop and maintain budget
  • Processing funds through a congress-designated account
  • Monthly bookkeeping & account reconciliation
  • Ongoing budget and banking reports
  • GST management
  • Invoicing
  • Conference audit coordination

MARKETING & PROMOTION

We want you to get the best return for your investment, and our extensive experience has allowed us to learn what works and what doesn’t in the world of Marketing and Promotions. Let us help you select the best combination of promotional activities to brand and market your event.

  • Develop strategic marketing plan
  • Graphic concept and branding
  • Logo development
  • Website design and maintenance
  • Database management and mass marketing
  • Development of all print materials
  • Journal and e-newsletter advertisements
  • Promotion at Industry meetings

Delegate & Housing Management

SEM can manage your delegate registration and housing requirements. Allow us to streamline the process for you and, in turn, save you countless hours, money and reduce your liability with the contracted hotels.

  • Hotel/Venue selection
  • Negotiate best-possible room rates, concessions and reductions of liability
  • Process and confirm hotel reservations
  • Manage rooming lists with partner hotels
  • Manage sponsor groups registration and accommodation
  • Database design & management
  • Develop easy-to-use registration form – online and hard copy
  • Develop cancellation policy
  • Pre-meeting registration
  • Up-to-date reporting
  • Processing of registrations via online or manual
  • Financial transactions, including secure credit card processing
  • Precise handling of due payments
  • Confirmations and processing changes
  • Letters of Invitation
  • Comprehensive registration reports
  • Name badge design and printing
  • Coordination of delegate kits
  • Onsite registration management
  • Onsite credit card processing
  • Lead retrieval and track delegate attendance
  • Develop VIP protocol for VIP officials

Sponsorship & Exhibit Management

We understand how crucial Sponsorship and Exhibitor participation is for a successful event, which is why we delegate one of our professional staff members to look after these issues for you, maximizing potential opportunities, building lasting partnerships, and driving sponsorship revenue.

  • Strategic management & sales prospects
  • Develop industry-specific sponsorship package
  • Sponsor and exhibitor and implementation
  • Collection of information for program materials
  • Distribution of sales materials
  • Logistics management
  • Exhibit floor plan layout
  • Exhibit sales and administration
  • Logistic supplier contracts (Customs Brokers, shipping, material handling, stand builders, electrical and rigging)
  • Exhibitor’s kit development and distribution
  • Table tops and book displays
  • Security

Program Management

SEM’s ability to work side by side to guide you through the development of program structures, deadlines for paper submissions, managing the review process, and speaker arrangements, will give you confidence when constructing your event.

  • Meeting format development
  • Invited speaker management
  • Invited speaker travel, hotel bookings and honoraria reimbursements
  • Committee meetings
  • Develop abstract review guidelines and form
  • Coordinate review committee
  • Online and manual abstract management
  • Correspondence with all presenters
  • Poster presentation floor plan and management
  • Satellite symposia management
  • Technical and facility tours Production of final program and abstract book
  • E-Poster presentation management
  • Production of final program

Social Program

Let our skilled creative team keep your attendees happy by creating a robust social program that will have them talking for years to come.

  • Optional tour programs
  • Accompanying Persons and children’s programs
  • Pre – and post – tours
  • Transportation
  • Gala banquets
  • VIP and President’s receptions
  • Golf tournaments, fun runs, concerts
  • Company barbeques
  • Incentive programs
  • Corporate events, launches and promotions

On-site Management

Our On-Site Management team will ensure that your vision and goals remain our only priority, as we tend to all of your real time event elements, creating a seamless attendee experience.

  • Trouble-shooting and onsite logistics
  • Venue and supplier liaison
  • Meeting space management and room allocations
  • Audio visual equipment and communication services
  • Speaker Services room management
  • Catering requirements
  • Internet Café
  • Signage design and creation
  • Décor
  • Interpretation
  • Registration and staffing
  • Tourist information desk

Post-Congress Reporting

Your event was a huge success! Now it’s time for the post event administrative work to be completed. We LOVE this stuff, which is why we will handle all of the fine details, then provide you with reports, statements, and final numbers so you don’t have to.

  • Master registration database
  • Updated marketing / mailing database
  • Review and process invoices and finalize payments
  • Final report on expenses and revenues
  • Transfer of funds to designated client account
  • Report of final registration, financial statements, sponsorship and exhibits, session attendance, food and beverage attendance, hotel group pickup
  • Thank you letters to Invited Speakers, sponsors and committee members

 

Contact us to find out how Simply Eventful Management can make your conference a success.