Event management companies can help organizations overcome common challenges in planning conferences and events by taking on tasks like strategic planning, budgeting, vendor management, registration, and on-site execution. This allows organizations to focus on their goals while reducing strain on internal resources. The company discussed offers comprehensive services from initial planning through follow up to ensure deadlines are met and contingencies are in place. They aim to eliminate stress and make sure events meet their intended purposes.

1. What is the Value of Working with an
Event Management Company?

2. Event Management Challenges
Are you faced with these common challenges in
managing your annual conference, meetings and
special events?
• Staff resources are strained
• Budgets are unfocused and unwieldy
• Meetings do not always meet organizations’ goals
• Members/clients are under-informed prior to events
• Uncertainty about how to grow events
• Labour-intensive, manual systems still in use
• Planning process is rushed, always playing “catch up”
• Lack of risk mitigation and contingency plans

3. The Event Horizons Solution
Event Horizons offers comprehensive conference
and event management services, from inception to
strategic planning to implementation, execution
and follow-up.
We take the guesswork out of the planning
process, reduce the strain on your internal
resources, and bring our years of experience to
the table, ensuring that every detail is considered,
back-up plans are made and (most importantly)
that your goals are met.

4. Let’s Learn More…
We can take your event to the next level
through effective:
• Strategic Planning
• Critical Path & Production Schedule Management
• Budgeting
• Risk Mitigation & Contingency Planning
• Speaker, Supplier & Sponsor Management
• Meeting Space & Room Block Management
• Online Registration Services
• Graphic Design & Print Production
• Marketing & Social Media

5. Strategic Planning
For us, the planning process begins with
understanding your goals and priorities. Our
initial consultation meetings will help us to
achieve clarity of purpose to ensure the
resources you have dedicated to your event
will be best used for maximum results.

6. Critical Path and Production
Schedule Creation & Management
• We develop detailed critical paths and workplans to
ensure all parties involved in the planning process are
well-informed, well-prepared for deadlines and working
together toward the same goals.
• During our initial consultation meetings, we will work with
you to discover what worked well (and not so well) with
your past planning experiences and will deliver a plan
that helps you to avoid costly mistakes, ensures most
efficient use of your resources and executes on time.
• In preparation for the event itself, we develop a detailed
production and staffing schedule that accounts for all on-
site resources (including staff, volunteers and suppliers).

7. Budgeting
Having specialized in the association and non-
profit sector, we are well versed in the concept of
"doing more with less". We will help you to develop
realistic budgets, using industry benchmarks, to
ensure financial success. Whatever your financial
goals for the event, our stringent budgeting
process (including detailed expense projections
and break-even models) will help you to shape
your event and avoid surprises. We track
expenses and revenues in real-time and provide
regular financial updates, to help with decision-
making throughout the planning process.

8. Risk Mitigation and Contingency
Planning
By their very nature, events are fluid and (even
with the most meticulous preparation) there will
always be some component that does not go
exactly as planned. That's why it's important to
have a risk mitigation and contingency plan. We
will use our experience, your wisdom and industry
best practices to put a plan in place. Throughout
the planning process and on-site at the event, we
are there to problem-solve, to keep you informed
of changes and potential challenges, and to
ensure the smooth execution of your event...
regardless of what comes our way.

9. Speaker Management
If you have ever managed a large speaker roster for a
conference, you know just what a challenging endeavour
that can be. We will draft agreement letters and information
packages; set timelines and deadlines for material
submissions; track audio-visual and other equipment
needs; receive abstracts, papers, biographies and head
shots; collect powerpoints in advance for loading onto
conference laptops; arrange for sound checks and
rehearsal time; perform on-site meet & greets; arrange for
travel and accommodations; and develop a rapport with
your speakers to ensure they are all well-informed and
prepared for the event and to ensure you have everything
you need from them in advance.

10. Supplier Management
There can be many suppliers involved in a major
conference or event, including caterers, hotels, convention
centres, audio-visual providers, show service providers,
entertainment, rental companies, security, transportation
providers and more. We develop RFPs and offer detailed
bid analysis, as well as review of contracts and
recommendations for changes/additions to ensure you are
well-protected. We manage supplier relationships to ensure
everyone is focused on the success of your event. On-site,
we oversee set-up, tear-down and execution to ensure
everything goes smoothly and according to plan. After the
event, we will review your final invoices in detail to ensure
everything is in order before you issue payment.

11. Sponsor Management
We will work with you to develop sponsor
benefits and will then manage your
sponsors to ensure that all benefits are
delivered as promised and on time. This
includes assistance with drafting your
sponsorship agreement letters and
management of your sponsor submission
deadlines (including logos, signage,
banners, SWAG, etc.)

12. Meeting Space Management
We design your floorplans and overall traffic
flow plans to ensure maximum impact for
each component of your event.
We will work with your venue, caterer, A/V
supplier and show services supplier to
ensure that floorplans make effective use of
space and account for all equipment and
other set-up needs for all parties involved.

13. Hotel Room Block Management
We solicit room rates and negotiate contracts to
best meet the needs of your delegates. Depending
on the size and scope of your group/event, we will
ensure you have a full understanding of attrition
clauses, sliding scales, cut-off dates and any other
components of the hotel contract that might have a
financial impact for you.
We work with the hotel throughout the planning
process to ensure we manage the group numbers
effectively and to ensure a welcoming experience
for your attendees.

14. Menu Planning
We have been on the leading edge of menu
design, offering healthy and balanced meals long
before the current trend began. We work directly
with chefs to come up with creative solutions, all
within budget.
On behalf of past clients, we have developed
menu plans to accommodate for the following
needs: vegetarian/vegan, gluten-free, dairy-free,
high-protein. We encourage the use of locally-
grown, sustainably-harvested foods.

15. Online Registration Services
• Using a leading-edge system, we offer a customized online registration
process for your delegates, speakers, staff and VIPs. Branded to match the
"look" of your event, the forms are clean, easy to follow and super quick to
complete.
• We use conditional logic to ensure each registrant type sees only what they
need to see (for example: if someone registers for "Saturday Only", they will
not see or be asked to choose from a list a breakout sessions happening on
Sunday; if speakers receive complimentary registration, they will not see the
registration fee section, etc.)
• We offer real-time, online credit card payment processing with the highest
levels of security (PCI Level 1 compliant, and certified safe with the industry-
best, highest transaction security standard).
• Attendees receive real-time confirmations via email with live receipting. We
can send personalized mass emails to all registrants or to any segment of
your registrant list prior to and following your event, ensuring terrific
opportunities for you to target your messaging.
• Our system also offers reporting on every single detail in the system (from
registrant contact information to session registration numbers and trending
by day, delegate type or price point).

16. Website Design
We have been designing customized event websites for our
clients since 1999 (back when the internet was barely
there!)
Our sites are clean, easy to navigate and chock full of the
useful information your delegates (and potential delegates)
will need in order to get the most out of your event
experience.
Our event sites include up-to-date interactive schedules
(with links to speaker biographies and presentation
abstracts), complete travel information with maps and
directions, full details on accommodations (including
booking links), info about social activities, exhibitor listings
(with links to exhibitor sites, where offered), highlights
about event sponsors, links to download conference
materials in PDF format, and online registration forms.

17. Graphic Design and Print
Production Management
We offer in-house graphic design services,
including event branding and logo development.
Using Adobe design software (including InDesign,
Illustrator, Photoshop and Acrobat), we are able to
design all collateral materials for your event
(including promotional pieces, paper and PDF-
fillable registration forms, brochures, flyers, printed
programs, syllabus and proceedings). We manage
the print production process with detailed timelines
to ensure time for sign-off on all concepts and
proofs, as well as delivery of all materials on time.

18. Marketing / Social Media
We offer a myriad of marketing solutions for
your event, including leveraging social
media to reach out to potential attendees, to
keep registered delegates engaged and to
keep up momentum during and following
your event. Tools in our arsenal include
directed (personalized, customized) email
blasts, digital postcards and invitations,
facebook pages, twitter feeds, blogs and
event- or topic-focused chatrooms.

19. And So Much More!
Our comprehensive event management services offer expertise in every area you might
need to plan and deliver flawless events. In addition to the above, our planning services
also include:
•Venue Selection
•Booking of Suppliers / Sub-Contractors
•Contract Negotiations
•Technical Design
•Decor Planning
•Exhibitor Management
•Food & Beverage Coordination
•Coordination of Simultaneous Interpretation
•Coordination of Audio / Visual Recording
•Script Development
•Evaluation Management (including online forms and analysis of results)
•Design and Preparation of Name Badges
•On-Site Management
•Reporting (including financial reporting, room block pick-ups, registration numbers)

20. Are you ready to take your event
to the next level?
Speak with us today to learn more:
Event Horizons
647-933-9998
kim@event-horizons.com
www.event-horizons.com