The vendor is required to provide complete conference management services for the cultural safety symposium to be held in cities in February 2026.
- Venue, accommodations and travel management:
• Selecting venue and hotel
• Reviewing and negotiating details of venue/hotel contract(s)
• Confirming guarantees with venue/hotel
• Acting as primary contact for venue/hotel for event (meeting room manager, banquet captain, etc.)
• Managing accommodation room blocks, release dates, attrition etc.
• Arranging travel for specific delegation (approximately 10 individuals)
• Providing transportation to/from airport and hotel/venue
• Arranging transportation from venue/hotel to evening/off-site conference activities
• Managing any travel issues that may arise (missed flights, cancellations, etc.)
2. Website, registration and invitation services:
• Selecting website designer to create website for event
• Creating & managing online electronic registration, including automated confirmation of registration, processing of registration fees (if any) along with registration fee receipts
• Confirming delegate attendance & dietary restrictions to conference food and beverage functions
• Coordinating with website designer to update event website with conference agenda, bios, accommodations information & booking link, etc.
• Coordinating and managing client-supplied mailing list for electronic mail-outs
• Designing and executing save-the-date notices and invitations
• Distributing invitations, creating timeline of invitation mail-outs
• Reminder notice with updated agenda one week prior to event
• Acting as main contact for any delegate inquiries regarding the event
3. Catering:
• Ensuring that authentic Inuit cuisine is served throughout the conference (meals, breaks, receptions)
• Selecting and designing menu for all food and beverage functions while working within budget
• Managing reception and welcome dinner, rsvp’s, staging, speaker
• Setting timing of program, meals and breaks
• Arranging special dietary needs of guests 4. On-site logistics management:
• Coordinating venue arrangements – set-up, timelines, audio-visual (a/v) move-in/out, staffing
of information tables, etc.
• Requesting quotes from a/v suppliers and negotiating contract with selected contractor
• Communicating details of events to a/v team – run-of-show, number of speakers, etc.
• Attending pre-conference meeting with venue representatives to review event details
• Checking room set-ups and a/v set-up
• Staffing registration/information desk before and during meeting hours
• On-site registration of delegates
• On-site management of all meeting details
• Overseeing food and beverage functions with banquet captain
• Designing, producing and locating on-site signage and reader boards, producing badges, speaker presentations and printing
• Confirming layout of rooms, staging seating, etc.
• Managing all last-minute requests and/or on-site changes
• Coordinating conference needs with other groups using venue, including use of common areas 5. Speaker management:
• Acting as primary contact for speakers
• Collecting speaker information for website
• Booking and confirming travel and accommodation for speakers
• Managing changes to speakers’ itineraries
• Collecting speaker presentations and communicating presentation requirements to a/v contractor (slide format, etc.)
• Arranging virtual participation - booking pre-recordings if necessary and communicating guidelines from a/v contractor
• Managing and distributing honoraria (if any)
• Distributing speaker gifts and thank-you cards
6. Sponsor management:
• Creating sponsor package
• Soliciting sponsors and following up with sponsor contacts on commitment
• Completing online sponsor applications
• Tracking funding received by sponsors - following up on outstanding funds
• Confirming participation with executed contracts
• Managing contracts received from sponsors requiring signatures
• Managing sponsor expectations depending on levels – logos, etc.
• Communicating with sponsors regarding invitations, registration lists, sponsor registrations
• Coordinating sponsor set-up and strike on site
• Acting as on-site liaison for sponsors 7. Financial management and administration:
• Producing and managing budget
• Tracking sponsorship funds
• Regularly updating the university clients on event finances
• Producing regular registration updates and demographics of registrants
• Providing deposits and timely payments to vendors
• Managing vendor contracts and deposits
• Managing terms of contracts
• Reviewing invoices with vendors
• Paying honoraria to speakers on site or by e-transfer
• Managing speaker expense reimbursement
• Reviewing and approving final billings from suppliers
• Producing complete invoice to university with back-up and actual budget after conference
• Tabulating evaluations and producing evaluation report for conference
• Post-event review with university clients.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 02, 2025