confersense planners inc.

Services

Site Selection

Customized Request for Proposal (RFP) is circulated to all properties or venues that meet the initial criteria set out by the client.
RFP's are evaluated, categorized and ranked according to location, meeting space, rooms and amenities, food & beverage, level of service, costs and overall value for your dollar.
Properties are short-listed and recommendations are made to the client using the above-mentioned criteria.
Once a hotel or property is selected, we use our expertise and industry knowledge to negotiate the best possible room and meeting rates for the client.
The contracts are drawn up and reviewed by our meeting professionals to ensure all attrition and cancellations clauses are written in a way that favours our client's interests.
We are happy to assist with all contract negotiations on behalf of the client.

Contract Negotiation

We have the industry knowledge, expertise, experience and know-how to negotiate the best rates possible for your type of business.
Over the years we have built working relationships and contacts with all hotel brands and industry suppliers locally, nationally and internationally.
Your organization could benefit from discounts that are afforded to us for the sheer volume of business our company brings to suppliers.

Budgeting and Financial Reporting

Budgets are customized to the specific needs and requirements of your event.
During the proposal stage all costing is researched and verified to ensure accurate cost estimates.
Budgets are presented in a simple to understand chart format using MS Excel.
Budgets can be broken down by categories/selections facilitating the comparison of various incomes and expenses.
Invoicing will be submitted on a mutually agreed upon schedule.

Registration Services

confersense planners inc. uses a state of the art database management system and software.
Delegates can register by fax, phone or on-line.
Registrations can be paid by cash, cheque, money order and all major credit cards. Registrations can also be paid in US currency using VISA or MasterCard.
Registration forms and on-line registration can be personalized to the exact needs of our clients to capture as little or as much information as necessary.
A multitude of reports, lists and summaries can be produced with the click of a button.
Reports can be created and sent to clients on a daily, weekly or monthly basis.
Email blasts containing reminders or last minute changes can be sent out from our database system to all delegates or a select few.
Facilitate the print and production of all conference identification and materials
Assist with the sourcing of conference bags, gifts and promotional items.

On-line Secure Internet Registration Services

Precautions have been taken to ensure the privacy and security of all registrants' personal information choosing to use our on-line system to register.
The website is encrypted and firewalls are in place to proven identity theft for both you and your delegates.
All administrative system access is code and password protected.

On-line Abstract Submissions

A webpage can be created to impart information on the criteria, eligibility, topics, rules and selection process associated with abstract submissions.
Abstracts can be submitted, posted and categorized directly through the website.
Abstract evaluation is fully automated on-line and can be accessed by evaluators anywhere with internet access. The system produces summarized scores and comments, and exports abstracts in camera ready format for production purposes.

Conference Website Design

confersense planners inc. can design and host your conference webpage.
A website is an effective way to disseminate clear, concise and up to the minute information about the conference.
The secure website can be designed to allow delegates to register directly on-line with the use of most major credit cards.

Audio-Visual and Technical Services

ConferSense has a long standing relationship with all major Canadian-based Audio Visual Companies.
We can negotiate considerable equipment rental discounts and concessions on substantial contracts.
We can coordinate the entire contracting process from start to finish.

Food and Beverage

We can help create an award-winning menu that your guest will be talking about for weeks to come.
We can help you keep costs down by using industry standards on food & beverage consumption and our invaluable expertise.
The presentation of food can play a very important role in creating an atmosphere or even be used as décor to enhance the table or room set-up.
Meal functions can be a major expense and logistical nightmare, let us help you decipher all of the liquor & GST taxes, gratuities, set-up charges and service fees.

Room Set-Up and Décor

With a little imagination – we can turn a drab and empty hall into a Winter Wonderland or something right out of the movies.
A simple splash of colour, a table centerpiece or the right mood lighting can really set the tone.
Sometimes the size and dimensions of the room will dictate or limit the type of room set-up – banquet, theatre, classroom or u-shaped.

Entertainment and Social Programs

ConferSense can synchronize a complete spousal or children's program for larger conferences that need to carter to the interests of the entire family.
A special off-site dinner on parliament hill, excursions to nearby attractions or sight-seeing tours can easily be arranged to showcase the rich history and hospitality Ottawa has to offer.
Live music or a specialty act can be incorporated into a cocktail reception or gala dinner.

Exhibitions and Trade Shows

Facilitate the RFP process for site selection.
Assist with the contracting and selection of the official display company.
Work with the display company on the costing and amenities of a standard booth package – Pipe & Draping, Carpet, Electrical, Tables, and Chairs…etc.
Handle exhibitor registrations and track any additional orders.
Create an exhibitor manual to circulate to potential exhibitors.
Create a scale diagram floor plan to circulate to potential exhibitors.
Schedule all move-in and move-out.
Track all exhibitor staff names to produce appropriate exhibitor badging.
Coordinate any and all food function and hospitality suites.

Sponsorship Development

We will work closely with our clients to develop a sponsorship prospectus which will accentuate the various marketable resources offered up by your organization.
We can help to maximize your overall sponsorship revenue by creating a critical timeline which focuses in on the key delivery deadlines.
We can monitor the entire sponsorship campaign and, if necessary, take over sales and marketing.

Conference Publicity and Promotional Material

Accommodations

Using our database system we can make all hotel arrangements on behalf of the delegates or client.
By imputing each individual's room requirements, we can produce a detailed rooming list that is sent directly to the hotel for room assignment.
The system allows us to track the number of room nights or overall room block pick-up, which can be helpful for measuring participation levels or to avoid attrition clauses.
Our database system can be set up to forward delegates an automatic personalized confirmation email.

Transportation

ConferSense has been appointed an official Westjet Travel Agent.
We are pleased to offer assistance with all speakers, VIP and conference committee members' travel.
We are set up to handle and can aid with all bus, train and plane ticketing.
We are familiar with the procedures and approval process necessary for all Government authorized travel.
Shuttle services, limousine service, bus transfers and car rentals can all be arranged through our office.
We can negotiate special discounted rates on plane and train fares.
We can even coordinate sightseeing tours, walking tours, boat cruises and special behind the scenes excursions.

Conference Proceedings, On-site Newsletters and Meeting Minutes

We have a close working relationship with experts in the field that can assist our clients with the capturing of conference content and the production of the necessary written material.
We can assist with a method of disseminating this information in the form of conference handouts or mail-out distributed post-conference.

Conference and Meeting Evaluations

Evaluations forms can be developed and designed to capture the overall impression of the conference or a specific session. (Pro's & Con's)
Evaluations can be completed on-line for faster and accurate results.
Evaluations can be tabulated and recommendations made upon the captured results.