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Conference Planning

Throughout the past 16 years, Jack Hirose and Associates has planned and effectively executed over 400 workshops and conferences for professionals. We have provided quality training to over 55,000 people and worked with a faculty of over 100 internationally renowned presenters. We strive for excellence in event planning and event staffing which has been cultivated through decades of experience garnered in the field.

Our mission is to seamlessly provide organizational and management services, custom tailored to our clients’ needs, to ensure the success of your event. Specializing in multiple-day conferences, we maintain continuity throughout the events we produce, from day to day as well as annually.

Pricing is based on the number of services requested, as well as the scale of the workshop or conference. For a custom quote tailored to your association’s needs, please contact us.

 

PRE-CONFERENCE

  • Advise planning committee and working groups on tasks, deadlines and priorities in order to meet organizational goals
  • Select and negotiate venue meeting spaces and hotel corporate guest room rates
  • Provide site inspections at selected venues
  • Select and negotiate with various print companies and mail processing companies for direct mail marketing campaigns
  • Advise and develop marketing strategies to ensure satisfactory response rates
  • Negotiate with conference-related suppliers including: catering companies, audio/visual companies, web and graphic designers, signage companies, catering companies, promotional award suppliers and other sub-contractors

 

BUDGET PLANNING

  • Develop a break-even analysis report
  • Record all registration fees including amounts paid, owing and taxes collected
  • Preparation of GST/HST reports
  • Preparation of final financial expense and profit report

 

PRESENTER CO-ORDINATION

  • Advise on guest speaker selection
  • Negotiate speaker fees
  • Advise on speaker keynote and workshop topics
  • Collect speaker marketing materials including: bio, workshop outline, learning objectives, pictures and C.V.’s
  • Arrange speaker travel arrangements including: flights, accommodation, airport shuttle service and meals
  • Prepare speaker handouts
  • Design custom PowerPoint or .PDF presentations
  • Co-ordinate guest speaker gifts ie. plaques, certificates of appreciation

 

REGISTRATION

  • Maintain registration database including follow up with participants via online registration system, phone, email, fax or mail
  • Prepare and send out confirmation notices, invoices and receipts
  • Provide accounts receivable reports

 

ON SITE CONFERENCE MANAGEMENT

  • Co-ordinate and direct event staff i.e. ushers, registration desk personal, greeters
  • Co-ordinate conference/workshop participant check-in process including handling of binders, handouts, name tags, payment processing
  • Co-ordinate sub-contractors including audio/visual, catering personnel, conference videorecording, entertainment and others
  • Co-ordinate conference bookstore and promotional products
  • Set up ancillary tours

 

GRAPHIC DESIGN

  • Prepare and develop ads for event website, newsletters, brochures and invitations for marketing purposes
  • Prepare and develop workshop handouts, binders and evaluation forms
  • Prepare and develop sponsorship banners and event signage
  • Prepare and develop workshop certificates and name tags

 

PARTICIPANT’S PACKAGE

  • Prepare name tags
  • Prepare conference handouts package or binders
  • Prepare course certificates
  • Prepare conference promotional gift bags

 

POST CONFERENCE

  • Co-ordinate post-conference debriefing session
  • Tabulate and quantify evaluations
  • Develop a conference summary report (event highlights, areas to improve and recommendations for future events)
  • Send post event thank you messages