Conference Planning Services
Virtual Conferencing Platform and Online Events Planning Services
Covid-19 has changed everything, including the way we gather and come together for learning and events. As part of the response to these unusual times, the CPD office at uOttawa has been dedicated to helping its partner organizations find innovative ways to continue to offer the conferences and events that are critical to professional learning and development.
What exactly is a virtual conference and can it really provide a rich learning and collaboration experience? ABSOLUTELY!
Virtual conferences include many of the elements you are used to experiencing in a face-to-face event, only facilitated by technology!
Visit our information site today for more details about our services and what you can expect from a virtual conference
Our education consultants can provide advice on how to develop your program for the greatest learning experience for your participants. It starts by understanding your target audience, their needs and responding with optimal learning objectives. Education and evaluation strategies can be provided by our consultants to optimize learning outcomes including steps for accreditation/certification of your program. Please see our accreditation website for more information.
Once a program has been selected, our team can provide ideas about venue and setup, timelines and budget considerations.
Once a program has been identified, you will need to complete the course proposal form. Upon receipt the office will contact you to set-up a phone meeting and a “Memorandum of Agreement” will be sent to you for your review. This document outlines all of the agreed upon customized services specific to your program goals.
Planning Committee Support
Our planning team can help to develop and support the activities of your planning committee which should consist of representatives of the target audience. Meeting times, agendas and minutes will be provided by the designated planner including a timeline for key milestones of the planning process and a debriefing session following the program.
Our team can develop the budget, provide reasonable expectations for costs, manage revenues and expenses for the program, coordinate grants, registration revenues, and payments to speakers and vendors. Our financial administrator will ensure accurate budget management and a full account of revenues and expenses following the conclusion of the program.
With the highly experienced planning team, the best pricing for venue, catering, hotel rooms and other vendors can be assured.
Marketing services include developing “Save the date” messages, complete program brochures, and communications with the target audience including advertising in various journals and publications and websites. All of our materials can be branded and tailored to best represent your organization and in accordance with any required branding guidelines.
The Office of CPD prides itself on being environmentally conscious. We offer a branded mobile web app for smart phones, tablets and other devices that is tailored to your program.
A custom branded registration page is setup for each program. With the help of our in-house registrar, our team will provide continuous support to participants during the registration process and on-site. At the conclusion of the event, certificates of attendance will be distributed for all accredited programs.
Program planners will contact speakers, develop speaker agreements (including disclosure of relationships with industry) and collect and manage presentations for access by participants.
Sponsorship and Exhibitor Management
Our highly experienced planning team will assist in the seeking revenue based and in-kind sponsorship opportunities with the development of a custom sponsorship prospectus. Our planners will liaise with sponsors and will coordinate the onsite logistical management of your exhibitors.
Our abstract management system can be branded and tailored to your program. Our system can collect and distribute abstracts for review. Our team will assist with development of oral and poster sessions as part of the program.
On-site Logistics Management
Our expert team of planners can manage your program the day of the event including registration and support for your participants, interacting with the venue personnel including AV, and troubleshooting issues that may develop during the event.
Once an appropriate evaluation strategy is identified, we can provide communications and follow-up with the target audience and produce an overall evaluation report that can be used to reflect on the success of the program and provide information for future events.