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We take the time to identify your human resource requirements
and develop a realistic work schedule.
We also want you to benefit from our vast network
of suppliers. Our partners are reliable, competent resources
for finding funding, selecting or producing promotional
tools, building a website, and more.
Financial planning
This is a critical aspect of any event. We’ll
help you develop budget validation procedures, open
an account, define your organization’s financial
and organizational policies, purchase the necessary
insurance, produce tax reports, and manage the various
tax credits and startup funds.
Our accountant will keep you on budget and handle
client invoices, receipt of payments, bookkeeping, auditing,
financial statement production, and preparation of the
overall bill after the event.
Financial support and
sponsorships
We can help you find funding and draw up literature
on sponsorship and visibility opportunities. We will
also advise you on government funding applications.
Event secretariat
We provide the human and material resources you need
to set up a permanent secretariat, all right here in
Québec City.
As the nerve center of the event, the secretariat
manages it all, from dates and times, convention themes,
and program content to activity length and registration.
Program design assistance
Scientific program
Interest in your event depends largely on your program.
You’ll need to set up a scientific committee with
the expertise and time needed to develop your program
content. The scientific committee will set event themes
and subthemes and select speakers.
We will help you draw up the meeting schedule and
follow up with your guest speakers.
Social program
We can organize, plan, and manage all social activities
related to your event, whether on site or off.
Our expertise will help you develop a program that
gives attendees the flexibility to make the most of
their stay and the contacts they make at your event.
Event website
We can help you choose suppliers to design and produce
your website, register your domain name, provide hosting,
and get your site up and running.
Event promotion
Effective promotion is the key to attracting attendees.
We’ll help you choose promotional materials
(corporate image, program, media placement, attendee
kits, information booths, etc.) and guide you through
all the stages of design and production.
Abstract management
An online form will be drawn up and hyperlinked to
your website for your speakers to send their texts.
Your presentation parameters (e.g., maximum character
or line count, font, personal information, abstract
approval procedures, etc.) will be indicated on the
form to make this step trouble free.
Exhibition area organization
Exhibitor and sponsor kit production, booth sales,
supplier/exhibitor followup, onsite management, booth
setup and teardown, handling, decor, and signage—it’s
all supervised in close cooperation with the event secretariat.
We make sure everyone involved keeps your exhibitors
satisfied.
Audiovisual and simultaneous
interpretation equipment rental
We’ll plan and coordinate all workshops and
conferences and set up rooms with projection and audiovisual
equipment. We’ll work with your speakers to ensure
they have all the equipment they need, based on the
program and rental contract at your event location.
National and international events like yours often
require simultaneous interpretation in two or three
languages. We can help you choose the best technical
solutions and hire skilled, experienced interpreters.
Operational and logistical
support
Our thorough checking of suppliers and close contact
with them ensure all your support services run smoothly.
Hiring photographers, managing telecommunications, keeping
you on schedule, preparing and setting up rooms, and
providing technical support—we’ll make sure
everything is just the way you want it.
Services for Speakers
With the help of the organizing committee, we’ll
handle your speakers’ hotel reservations and plane
tickets, based on their needs and any special privileges
the committee offers.
Signage service
Appropriate signage will be set up everywhere it’s
needed to guide your presenters and attendees to their
activities. We handle design and production of all signage
materials, including display boards and direction screen
visuals.
Production of visibility
reports
Visibility reports tell your partners and sponsors
where and how their image was displayed, based on the
terms of your agreements, through posters, audiovisual
projection, print and electronic media, publications,
speeches, etc.
We can handle or help you with these reports to send
out after the event.
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