CLIENT ONTARIO SCHOOL COUNSELLORS ASSOCIATION

Transcription

1 EVENT OSCA 2012 CONFERENCE November 2 6, 2012 Toronto, Ontario CLIENT ONTARIO SCHOOL COUNSELLORS ASSOCIATION Mr. Ken Wigfield Mr. Marc Verhoeve Executive Secretary Executive Director VENDOR Heather Reid ARCT MSc Principal Planner Innovative Conferences & Communications PO Box 319, 59 Millmanor Place, Delaware, Ontario, N0L 1E (phone) ~ (fax) hreid@innovcc.ca ( ) PROPOSED SCOPE OF WORK Innovative Conferences & Communications, in rigorous and regular consultation and collaboration with the OSCA Conference Chair, OSCA Conference Management Team and the OSCA Conference Advisory Committee, would be responsible for planning, supporting and executing the 3-day provincial conference for 400 to 500 participants. The conference will be held at the Doubletree by Hilton, Toronto Airport Hotel. OUR OVERALL CONFERENCE GOAL Drawing on our specialized expertise, our diverse skills and resources, and our "attention to the smallest of details", Innovative Conferences & Communications endeavours to produce a conference of distinguished calibre, with success measured by: Adherence to planning and management timelines and services Seamless delivery of on-site program components and scheduling A smooth and successful delegate experience Evident client satisfaction relevant to the contracted services.

2 OUR CORE TEAM & EXPERTISE Heather Reid ARCT MSc Owner and Principal Planner of Innovative Conferences & Communications - independent, third party conference planning firm operating for more than 12 years. With over 17 years experience in planning and executing all phases of national and provincial conferences for groups of 200 to 800, Heather Reid brings a wealth of planning expertise, strong leadership skills and unique ideas to each project. Sharon Lapointe Assistant Planner 4 years experience as subcontractor of Innovative Conferences & Communications for all event planning and support needs. Main responsibilities include registration processing, invoicing and receipting for sponsorship and tradeshows, and delegate services. Scott Reid BSc PMP Information Technology Specialist (20+ years experience); Project Management Specialist (PMP); subcontractor of Innovative Conferences & Communications for all IT needs and project management expertise. Yvonne Munn Professional, self-employed graphic designer (20+ years experience); subcontractor of Innovative Conferences & Communications for graphic design needs. Subcontractors Innovative Conferences & Communications will add subcontractors as required to compliment the needs of each individual client. Unique needs may include bilingual services, sponsorship specialists and additional on-site staffing.

3 OUR CONFERENCE PLANNING EXPERIENCE Innovative Conferences & Communications has been privileged to be responsible for planning, implementing and professionally executing a multitude of national and provincial conferences for the clients listed below. For each of the conferences listed below, Innovative Conferences & Communications works with volunteer planning committees of 4 to 12 persons (over 10 to 18 months' time), in both face-to-face meetings and teleconferences, and countless s.and supports their visions and wishes for a successful conference. The journey of planning a conference has many repetitive and check-list tasks, but it is Innovative Conferences & Communications' goal to work with the Planning Committees to imbue each conference with unique flavour and flair! It is our belief that the greatest indicator of our ability to meet, and more importantly, exceed a client's expectations is a "repeat" client. We believe that our attention to "the smallest of details", our adherence to timelines and responsibilities, our quest for delivering a fresh and exciting product, as well as our diverse resources and knowledge, are the benchmarks for our clients' partnerships with us. Canadian Association of Nephrology Nurses & Technologists 2002, , , , Innovative Conferences & Communications has been contracted by the Association for full conference planning services since 2002 and has just recently negotiated a fourth 3-year contract for Conferences held in the following cities: 2002 Toronto 250 delegates 25 exhibiting companies 2004 Niagara Falls 400 delegates 30 exhibiting companies 2005 Halifax 500 delegates 30 exhibiting companies 2006 London 600 delegates 35 exhibiting companies 2007 Winnipeg 500 delegates 30 exhibiting companies 2008 Quebec City 800 delegates 40 exhibiting companies 2009 St John 400 delegates 35 exhibiting companies 2010 Toronto 650 delegates 40 exhibiting companies 2011 Calgary 650 delegates 42 exhibiting companies 2012 Ottawa anticipating 700 delegates

4 OUR CONFERENCE PLANNING EXPERIENCE (cont'd) Canadian Society of Gastroenterology Nurses & Associates Innovative Conferences & Communications contracted to provide full conferences planning services. Conferences held in the following cities: 2008 Vancouver 250 delegates 25 exhibiting companies 2009 Toronto 350 delegates 35 exhibiting companies 2010 Edmonton 350 delegates 35 exhibiting companies 2011 Ottawa 350 delegates 40 exhibiting companies 2012 Montreal anticipating 350 delegates Ontario Society of Occupational Therapists Innovative Conferences & Communications contracted to provide full conference planning services. Conferences held in the following cities: 2007 North Bay 200 delegates 30 exhibiting companies 2008 Niagara Falls 300 delegates 35 exhibiting companies 2009 no OSOT provincial event 2010 Toronto 325 delegates 35 exhibiting companies 2011 Niagara Falls 320 delegates 35 exhibiting companies 2012 Toronto 325 delegates 35 exhibiting companies All Our Sisters 2011 National Forum (inaugural conference) 2011 Innovative Conferences & Communications was contracted to provide full conference planning services for the 1 st Canadian national forum on women and homelessness. The forum involved a National Advisory Committee, a Local Executive Committee and a Local Steering Committee and resulted in a 3 day educational and inspirational event for over 500 delegates from across Canada..over 100 of which were women currently homeless in major Canadian cities. This event drew national media attention.

5 OUR CONFERENCE PLANNING EXPERIENCE (cont'd) London Hockey Concussion Summit (1 time event) 2009 Innovative Conferences & Communications contracted by Dr. Paul Echlin (no planning committee involved) to organize, promote and execute a one-day summit featuring 14 well-known sports physicians and former professional hockey players (including Eric Lindros and Jeff Beukeboom) on the controversial subject of concussions in sports, particularly ice hockey. This event, attended by over 200 public, medical and sports figures, received considerable media attention from high profile media outlets including Canada AM, Fifth Estate, the FAN 590 and CBC Sports. Canadian Association of Physiotherapists Orthopaedic Division 2006 & 2007 Innovative Conferences & Communications contracted to provide full conference planning services. Conferences held in the following cities: 2006 London 350 delegates 25 exhibiting companies 2007 Calgary 350 delegates 25 exhibiting companies Canadian Association of Critical Care Nurses Innovative Conferences & Communications was contracted to provide full conference planning services. Conferences held in the following cities: 2000 Halifax 400 delegates 35 exhibiting companies 2001 Victoria 425 delegates 35 exhibiting companies

6 OUR SERVICES FOR CONFERENCE PLANNING Innovative Conferences & Communications is a full-service planning firm with extensive knowledge in the following: Complete event management: site selection to post-event Development of timelines and responsibilities Development of theme and proposed content Venue selection and negotiations Accommodations selection and negotiations Registration management: online, telephone, mail Registration Desk management Tradeshow / Exhibition management Sponsorship management: opportunities and tracking Audiovisual requirements management Arranging simultaneous and Printed Translation Services Event financial planning and budget management Speaker management: releases, travel, accommodations Hospitality functions and opportunities VIP liaising and management Travel and accommodations facilitation Social event and entertainment management Abstract management Food & beverage management Special physical and dietary needs management Communications management Delegate feedback and content evaluation mechanisms Promotions & printed materials management Conference collateral management: delegate bags Supplier relations and contract negotiations Customized reporting mechanisms and management Professional onsite supervision and management Post-event wrap-up management: final reporting and notes of thanks Steering Committee management: weekly reporting Within each aspect of conference planning there is a wide range of responsibilities and expectations. Specific directives and responsibilities within each of these components would be fully investigated and discussed with the Organizing Committee.

7 HOW OUR SKILLS & QUALITIES RELATE TO YOUR CONFERENCE Innovative Conferences & Communications, as evidenced in our CONFERENCE PLANNING EXPERIENCE section, has extensive work experience with not-for-profit organizations to deliver their premier educational events for their membership. We want to partner with OSCA and deliver your education event too! In reviewing the RFP issued to CanSPEP (Canadian Society of Professional Event Planners) members, the 2011 Conference Guide from Mr. Marc Verhoeve, as well as thoroughly reviewing all related information available on the Internet at Innovative Conferences & Communications is confident that we are able to professionally and creatively handle the planning aspects of this OSCA 2012 CONFERENCE! We have the processes, templates, contacts, resources and knowledge to create a dynamic conference! In all of our work with our clients multi-disciplinary and inter-professional planning committees and memberships, Innovative Conferences & Communications is respectful of diversity and culture, astute professional conduct, and the importance of ethical behaviour and decision making. To assure the Conference Management Team and the Conference Advisory Committee of our commitment to providing excellence in our planning services, we are prepared, as a team, to review and learn from all preparatory materials recommended to us. It is understood by Innovative Conferences & Communications that we agree to protect, preserve and maintain all such information on a strictly confidential basis and will promptly return all materials as requested. Allowing Innovative Conferences & Communications to handle the dayto-day management of the countless details required to bring together hundreds of delegates for a three-day event, will enable the Conference Chair, the Conference Management Team and the Conference Advisory Committee to focus their attention and efforts on engaging their colleagues in all that the ONTARIO SCHOOL COUNSELLORS ASSOCIATION has to offer!

8 WHAT SETS OUR TEAM APART! You work directly with the Principal Planner & Owner Each project, from inception to execution, is managed personally by Heather Reid, Principal Planner. Liaising and working with the Principal Planner, as your dedicated project leader, provides the Organizing Committee with a cohesive and streamlined planning process, as well as access to a vast array of experience and expertise! We specialize in conferences in the not-for-profit sector Innovative Conferences & Communications has specialized in planning conferences for not-for-profit conference groups of Our team has a keen awareness of the logistical needs and resources required to professionally organize a conference event a conference that you, as our client, can be very proud of! We work in the best interest of the client Innovative Conferences & Communications does not participate in some industry-accepted practices that generate additional revenue for the planner, but rather works to be transparent and negotiate the best supplier costs and opportunities for the client. We take: NO commissions from outside suppliers (eg., hotel, audiovisual, transportation) NO commissions on sponsorship funds generated NO mark-ups on invoices negotiated (eg., audiovisual, printing) We provide customized reporting Innovative Conferences & Communications has developed an extensive conference management spreadsheet detailing and tracking every component of the conference. In collaboration with each client, Innovative Conferences & Communications customizes our project management reports to suit our client's needs and enable our client's time for this project to be used wisely. We are committed to communications that work for volunteers Innovative Conferences & Communications has executed conferences coast to coast across Canada and understands the dynamics of bringing together local, regional and/or national volunteer committees, and works diligently to provide time-sensitive availability for in-person consultation (ie., early mornings, evenings, weekends).

9 MANAGEMENT FEE Innovative Conferences & Communications has based the following Total Management Fee solely on the RFP submitted to CanSPEP, and the Conference Planner Position document sent by Mr. Marc Verhoeve. If the scope of the project changes considerably, Innovative Conferences & Communications will expect an opportunity to re-negotiate portions as required. TOTAL MANAGEMENT FEE: $22,000 & HST This fee includes the following: Dedicated and experienced conference coordination including preevent planning, onsite event execution and post-event reporting Travel and accommodations for 2 staff for on-site event execution in Toronto Prepare a Critical Time Path spreadsheet, indicating key deadlines for decisions / activities Provide regular monthly reports in writing Participate in all teleconferences of organizing committees Provide abstract management and assisting the Professional Development Committee Provide a complete registration database Responsible for name badge preparations and delegate bag distribution, with the assistance of volunteers Oversee and efficiently manage the on-site registration desk with staff and volunteers Coordinate all food & beverage functions Monitor and manage the responsibilities for the Exhibit Hall Coordinate signage Coordinate audiovisual requirements, including security needs Coordinate speaker management including materials, audiovisual needs, travel and accommodations Prepare and coordinate production of pre-conference guide in timely manner Liaison with all conference groups: volunteer coordinator, presenters, sponsors, exhibitors, committees Coordinate the collection and collation of evaluation forms and prepare a summary report Provide final report with recommendations Cover Innovative Conferences office management costs related to this event: incoming/outgoing local and long distance, single line telephone calls; incoming/outgoing local and long distance faxes

10 MANAGEMENT FEE (cont'd) EXCLUSIONS TO TOTAL MANAGEMENT FEES: The costs involved in planning and producing a conference are wide-ranging. For the purpose of clarity, it is important to Innovative Conferences & Communications to specifically address those costs that the above Management Fees does not include. The following list is meant to illustrate the possible expenses that will need to be incurred directly by the client. teleconference charges postage and courier costs purchasing and/or printing of items for distribution to potential delegates and/or registered delegates (eg., conference brochures, confirmation letters, name badges, delegate bags) venue costs food & beverage costs audiovisual costs event insurance décor and venue enhancement costs of speaker travel / accommodations / honorariums meeting space rental tradeshow needs (ie., booth features) poster presentation needs (ie., poster boards) security services processing charges for credit card payments for registrations and/or sponsorships

11 CLIENT REFERENCES Debbie Maure National Administrator, CANNT 336 Yonge Street, Suite 322, Barrie, Ontario, L4N 4C Associated with Ms. Maure since 2002 in her role as CANNT's National Administrator. Innovative Conferences & Communications works very closely with the CANNT National Office re: membership status, Board of Directors' liaising, budget considerations and other important components of their conference development. Shelley Yeo Director Transition & Community Programs Women s Community House London, Ontario N6C 4M ext 3300 shelley@shelterlondon.org Associated with Ms. Yeo since March 2010 in her role as Co-Chair of the inaugural ALL OUR SISTERS 2011 NATIONAL FORUM held in May 2011 here in London, Ontario. Paul Echlin MD Family Physician with Sports Medicine Specialty 1100 Walkers Line, Suite 102, Burlington, L7N 2G (work phone) Associated with Dr. Echlin as Chair of the 2009 London Hockey Concussion Summit held in London, Ontario. Over 200 public, medical personnel and media were involved in this one-day conference on the impact of concussions in sport, particularly ice hockey. Elaine Burgis RN CGN(C) CSGNA President burgis@rogers.com Associated with Ms. Burgis as President of the Canadian Society of Gastroenterology Nurses and Associates (CSGNA) since Ms. Burgis is a long-standing member of CSGNA and is able to attest to the professionalism of the services provided by Innovative Conferences & Communications and is able to provide a conference planning perspective that illustrates the before and after experiences of hiring a professional planner.

12 SUPPLIER REFERENCES Najet Glenza Professional Translator (English / French) BIP Interpreters 1260 Crescent Street, Suite 201, Montreal, Quebec, H3G 2A najetglenza@videotron.ca Associated with Ms. Glenza since 2004 as a contracted translator for CANNT conferences. She has been the lead translator for 8 conferences now and will be able to provide context as to Innovative Conferences & Communications' skills and expertise in working with suppliers. Robert Babcock Business Development Manager AV-CANADA Inc The Queensway East, Unit 2, Mississauga, Ontario, L4X 2Z ext 233 robert.b@av-canada.com Associated with Mr. Babcock since 2004 as an audiovisual supplier for a number of the conferences that Innovative Conferences & Communications has organized.