At ITM Events, we excel in orchestrating exceptional conference experiences, whether for associations or corporations. We understand that each conference is unique, demanding a tailored approach to ensure it meets the strategic goals and expectations of our clients. From managing intricate logistics and tight timelines to leveraging creative solutions, our team is dedicated to delivering impactful and memorable events.

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Association conference, awards ceremony

ARUCC & PCCAT Joint Conference 2024 Overview:

Overview:  The ARUCC & PCCAT Joint Conference 2024, held in Calgary at the Hyatt Regency, successfully brought together over 400 university and college professionals from across Canada and a few from the US. This biennial conference is a key event for discussing advancements and best practices in higher education. Our team played a crucial role in ensuring the conference's success through detailed planning and execution.

Responsibilities:

  • Venue Selection & Management: Collaborated with the Hyatt Regency Calgary to provide a suitable setting for plenary sessions, breakout sessions, and networking activities.
  • Program Development: Crafted a comprehensive agenda with keynote addresses, breakout sessions, and interactive workshops tailored to the needs of both middle and senior management attendees.
  • On-Site Execution: Managed on-site operations, including registration, technical support, and attendee engagement, ensuring all aspects of the event ran smoothly.
  • Exhibitor Coordination: Organized the exhibitor area and a dedicated Workday experience zone, facilitating interaction between attendees and exhibitors.
  • Sponsorship Sales & Management:
    • Sponsorship Strategy: Developed a sponsorship strategy to attract and secure financial support from key industry partners.
    • Sponsorship Packages: Created tailored sponsorship packages offering various levels of visibility and engagement, including booth space, speaking opportunities, and brand placement.
    • Sales & Outreach: Conducted outreach to potential sponsors, presenting the value proposition and benefits of supporting the conference.
    • Sponsor Engagement: Managed relationships with sponsors, ensuring their needs were met and their contributions were acknowledged throughout the event. Coordinated sponsor booths and integrated sponsor messaging into conference materials and sessions.

Suppliers:

Chemistry Industry Association of Canada Conference:

Overview: The biennial Chemistry Industry Association of Canada (CIAC) conference took place at the Hilton Lac Leamy with an off-site dinner at the Museum of History. This national conference focused on a broad range of chemistry-related topics, from innovation to environmental sustainability. Our role in this conference was multifaceted, encompassing everything from venue management to VIP coordination.

Responsibilities:

Venue Management:

  • Conference Venue: Managed the main conference activities at the Hilton Lac Leamy, ensuring all spaces were set up according to the conference needs and schedules.
  • Off-Site Dinner Venue: Coordinated the logistics and arrangements for the off-site dinner at the Museum of History, including transport and setup.

RFP Management:

  • Venue Selection: Conducted a thorough RFP process for both the conference and off-site dinner venues, securing the best options that met the client's needs and budget.

Travel & Accommodations:

  • Transportation: Arranged transportation discounts for attendees and organized local transportation options for ease of movement between venues.

Government VIP Management:

  • VIP Coordination: Managed coordination for government VIPs, ensuring their attendance was confirmed and their special requirements were met.

On-Site Logistics:

  • Registration: Managed the registration process, including pre-event and on-site check-ins.
  • Technical Support: Ensured all audio-visual and technical aspects of the conference were handled smoothly.

Suppliers:

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Newmarket Arc Summit:

How do we explain how this day felt? It is likely almost impossible to do with words. So let’s not try. We’re going to SHOW you how this day felt. Wish we could show you how it tasted. It was delicious!

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Overview: The Arc Summit aimed to unite Newmarket’s innovators and visionaries to share and inspire new ideas. Our team was entrusted with bringing this ambitious concept to life, leveraging our strategic approach and creative freedom to deliver a standout event.

It would have been so easy to set this event up in a conference space – use a plenary space and a bunch of breakouts. But that was not the client’s vision and we were more than thrilled to bring their vision to life. The client’s thought process on this was, if this is going to be an event to build community and engagement then we have to use our community to make that happen. The plenary sessions were in the old town hall. The breakouts…wait for it…were all off site! Yup, you read that right. We took all the attendees off site for the breakouts! How amazing is that?

The client specifically wanted us to use the local restaurants and event spaces for the event and we were able to use them as the breakouts and for lunch. We had three venues, within walking distance of the old town hall, that we used as the breakouts. Depending on the session people wanted to attend, they would make their way to the breakout space that had been designated for that session. Following the session, lunch was served in that venue.

Not only did we keep the attendees engaged by moving them to different locations, we were also supporting the local businesses by using their spaces and serving meals in their establishments. If you want to build community this is the way to do it!

Suppliers:

Conference and Meeting Event Photo Gallery: