Event Management Services

The Vendor is required to provide comprehensive professional event management services for their annual one health: AMR and emerging zoonoses conference which unites experts across disciplines to address antimicrobial resistance (AMR) and emerging zoonotic diseases (EZ) through a collaborative one health approach.
- Project Management
•    Conducting project kick-off and initiation meetings
•    Creating key milestones and deliverables schedule with assigned resources
•    Creating schedule and monitor critical timelines
•    Developing a critical path covering timelines and responsibilities of team members
•    Managing and keeping critical path updated
•    Day-to-day task management (managing resources, tasks, etc.)
•    Creating, updating and maintaining action log for project team
- Event and Committee Meetings
•    Scheduling and attending meetings as required
•    Scheduling and attending advisory committee meetings and providing support
•    Attending and hosting planning meetings, rehearsals, site visits and committee meetings
•    Preparing agendas and materials for all required meetings
•    Recording and distributing meeting minutes and action items following all meetings
•    Coordinating with various stakeholders and committees as required
- General Management and Administration
•    Managing collaboration tools and resources (file sharing, survey tools etc.)
•    Providing written progress reports as required
•    Reviewing all contracts for providers, vendors and event purchases
•    General contract review and negotiation with event vendors
- Strategic Consultation
•    Providing strategic advice and guidance
•    Recommending new technology and industry best practices for event improvement
•    Collaborating with advisory committee to ensure that the event aligns with industry expectations
- Budget Management
•    Developing detailed event budget
•    Updating and maintaining event budget throughout the project
•    Monitoring event expenses, revenue and budget performance
•    Issuing payment to all vendors on behalf of the organizers (excluding venue invoice)
•    Preparing final budget figures and reconciliations of all expenses and expenditures
•    Preparing monthly financial records for committee review
•    Managing payments for speaker travel expenses and reconcile expenditures
•    Providing post-event financial reconciliation and summary after the event
- Marketing Planning and Strategy
•    Developing comprehensive event marketing and communication strategy
•    Maintaining and updating a detailed marketing tactics schedule
•    Overseeing marketing and communication efforts
•    Monitoring and managing conference email inquiries and requests
- Marketing Collateral Development
•    Developing and designing event brand elements, branding guidelines and templates
•    Managing design and development of email blasts and advertisements
•    Managing design and development of event marketing materials
•    Managing design and development of social media marketing materials
•    Supporting social media marketing activities with copy and graphic elements as required
•    Building, maintaining and managing updates to content on event website
- On-Site Collateral Support
•    Providing templates and branding for all on-site signage, materials and printing
•    Assisting with set-up and installation of event signage
•    Managing production and printing of all marketing and on-site materials
•    Designing and producing event program materials
•    Designing and creating name badges and seating cards (if required)
•    Designing miscellaneous on-site Items (tickets, menu cards, etc.)
- Financial Management
•    Negotiating and managing contracts and communications with all vendors
•    Creating a financial reporting process for recording revenues and expenses
•    Tracking and monitoring event budget
•    Managing vendor payments and milestone payments to venue
•    Continual monitoring of budgets to ensure profit goals are maintained
•    Managing negotiations with vendors to secure best possible pricing
•    Managing all vendor invoices and coordinating payment on behalf of organizers
•    Providing monthly financial reports and budget updates
•    Budget creation, bookkeeping and final invoice reconciliation
•    Preparing post-event financial report within 60 days of event
- Venue Management
•    Reviewing terms and assisting with venue contract negotiations
•    Providing ongoing communication and direction to venue regarding requirements
•    Designing and coordinating room set-up and floor plan with facility
•    Gathering and coordinating on-site requirements with facility
- Hotel Room Block Management
•    Working with venue to manage group and individual bookings
•    Managing room block to monitor attrition and room pick-up and coordinating rooming lists
•    Coordinating and reviewing delegate special needs requirements with hotels
•    Managing VIP, speakers and guest accommodation requirements and rooming list
- System Setup and Development
•    Liaising with organizers to obtain registration requirements
•    Supporting selection and implementation of registration and ticket sales system
•    Providing hosting and access to selected registration system
•    Building registration form to accommodate attendee registration
•    Setting up and configuring registration system and processes
•    Providing a registration system training session for committee and staff (if required)
- Registration Support
•    Providing online and telephone registration support to delegates and exhibitors
•    Supporting attendees with registration, accommodation and travel inquiries
•    Compiling ongoing registration and accommodation reports
•    Providing weekly updates on registration status
•    Preparing post event registration reports and reconciliations
•    Maintaining delegated database
- On-Site Registration Support
•    On-site registration layout logistics
•    Managing participant registration packages
•    Preparing materials and staffing for on-site registration
•    Preparing registration badges and sorting badges alphabetically prior to arriving on site
•    Managing on-site registrations, substitutions and cancellations
•    Managing registration for VIPs, speakers and other special guests
•    Managing on-site inquiries from attendees and speakers
•    Gathering materials for inclusion in delegate package
•    Assembling registration kits and delegate bags
•    Delegate bag coordination
- Program and Experience Design
•    Providing support to design overall delivery strategy and experience for event
•    Providing consultation and recommendations on program and schedule design
•    Supporting accreditation application and requirements (if required)
- Call-For-Abstract Management
•    Developing call-for-abstracts timeline, including key submission and review deadlines
•    Working with program committee to develop call-for-abstract guidelines
•    Building online abstract submission portal
•    Managing all queries from submitters
•    Managing abstract and proposal review process
•    Drafting and disseminating communications, including acceptance and regret notices
•    Distributing information to presenters regarding poster and oral session guidelines
•    Managing e-poster submission process (if required)
•    Managing creation of an electronic abstract booklet (if required)
•    Working with program committee to develop strategy for abstract awards
•    Coordinating on-site adjudication process
- Speaker Recruiting and Contracting
•    Supporting design of keynotes, session speakers, breakout sessions and social events
•    Supporting call for presentations, managing submissions, review and selection
•    Managing and tracking speaker contracts, invoices, etc.
- Speaker Support and Fulfillment Activities
•    Liaising with presenters to provide updated presentation schedules and information
•    Developing speaker information kit and fulfillment process
•    Customizing and sending speaker welcome kits
•    Collecting all speaker details (bios, abstracts, hospitality forms, audio-visual (AV) requirements, etc.)
•    Preparing session host scripts and schedules
•    Preparing final speaker details and requirements for on-site execution
•    On-site speaker management
- Ongoing Speaker Follow Up and Management
•    Conducting follow-up calls, answering speaker inquiries, providing speaker support, etc.
•    Coordinating speaker travel to/from the conference (flights, ground transportation, etc.)
•    Working with University-approved travel agency to coordinate speaker flights and ground transportation (if no pre-existing partnership with travel management partner)
- Speaker Post-Event Evaluation
•    Preparing and distributing post-event speaker thank-you notes
•    Preparing, distributing and compiling speaker surveys
•    Compiling session evaluations for distribution to speakers
- Sponsorship Strategy
•    Providing organizers with input and suggestions on event sponsorship strategy
•    Preparing and updating sponsorship prospectus and sales materials
•    Supporting organizers with sponsor recruitment and sales
•    Supporting sponsor prospecting, providing sales support and distributing packages
- Sponsor Contracting and Tracking
•    Creating and distributing sponsor confirmations and contracts
•    Tracking administrative sponsorship activity (contracts, invoices, etc.)
•    Managing sponsorship invoices and payments
•    Ensuring sponsor commitments are met and fulfilled
- Sponsor Fulfillment Activities
•    Customizing and distributing sponsor welcome kits
•    Conducting meetings with sponsors to review sponsorship benefits
•    Collecting sponsor information, logos, graphics, etc.
•    Preparing final sponsor details and requirements for execution
•    Managing on-site sponsorship set-up, signage, branding, placement, etc.
- Ongoing Sponsor Follow Up and Management
•    Conducting follow-up calls and answering questions and emails from sponsors
•    Overall administrative management of sponsorship documents
- Sponsor Post-Event Evaluation
•    Preparing, distributing and compiling sponsor survey
•    Preparing and distributing post-conference sponsor thank-you notes
•    Scheduling and attending post-conference sponsor meetings
- Food and Beverage Management
•    Developing, managing and confirming food and beverage requirements
•    Preparing event orders detailing all requirements for submission to venue in advance
•    Managing food and beverage event orders with facility to align with event registration
•    Managing food and beverage budget
- On-Site Operations and Logistics Management
•    Overall management of onsite logistics during event
•    Working with suppliers to ensure smooth implementation of all event plans during the event
•    Ensuring all space is set up as specified, overseeing on-site set-up and dismantling of event elements
•    Confirming all venue requirements with vendors and ensuring proper set-up on site
•    Checking all event space room set-pups on a consistent basis
•    Arranging on-site security requirements (if required)
•    Ensuring that proper directional and sponsor signage is displayed and properly located
•    Liaising with venue and other providers of function space to outline requirements
•    Coordinating delivery and return of all event materials (signage, etc.)
- Audio-Visual Management
•    Designing event format and determining AV requirements
•    Ensuring proper AV is provided for all components of event
•    Providing input and guidance for stage and meeting space design
•    Providing AV supplier with regular updates with respect to speaker needs
•    Coordinating sound, visual, lighting and technical AV requirements
•    Ensuring availability of technical staff on site to troubleshoot issues that may arise
- Production and Stage Management
•    Creating and maintaining detailed run-of-show and production schedule
•    Managing ongoing production inputs and changes
•    On-site stage and production management
- Other Services Include:
•    Proven ability to provide end-to-end event management, including budget oversight, registration system administration, speaker coordination, sponsorship fulfillment and onsite production
•    Experience delivering multi-day, scientific conferences of comparable scale (150–200 attendees, 12–14 sessions, 10–15 speakers and sponsors)
•    Experience working with academic institutions, health researchers and scientific professionals in interdisciplinary health sectors such as public health, veterinary, human health, environmental science, and other multidisciplinary and interdisciplinary sectors
•    Previous delivery of highly customized scientific programming, including call for abstracts, adjudication support and accreditation
•    Proven ability to effectively navigate complex academic structures and interdisciplinary partnerships
•    Demonstrated ability to offer sponsorship acquisition and fulfillment services, including contract tracking and sponsor relationship management
•    Capacity to manage complex abstract submission and peer review workflows and communicate effectively with academic and research speakers
•    Ability to deploy a dedicated team for strategic pre-event planning and full on-site support during conference execution
•    Proven ability to deliver well-branded, professionally designed communications, including signage, registration kits, email marketing, and social media graphics
•    Strong logistical and vendor coordination skills, including AV, staging, catering, transportation, and security arrangements
•    Experience developing post-event financial reports, attendance metrics and survey evaluation summaries
•    Familiarity with University procurement processes, administrative workflows, and departmental reporting requirements (preferred).