successful conferencE

BUILT THROUGH PARTNERSHIP

Detailed Planning

 

The essential key to a successful conference is the development and monitoring of a comprehensive timeline and budget

 

The timeline lists all conference tasks, who is responsible and when they are to be completed by, for both Venue West and the Client.

 

Having managed hundreds of conferences of different sizes with budgets ranging from the millions to the thousands, Venue West knows exactly what has to be included and how to control costs. Our budgets are designed to show all revenues and expenses at varying levels of attendance, which allows us to plan for all different scenarios, adjust accordingly and meet the financial goals of the conference.

 

Relationships

 

With over 47 years experience as a professional conference organizer, we have the staff and resources to exceed all of your requirements and goals

 

We emphasize on providing our clients with a personal touch and keeping your needs always as a priority. The development of relationships with our clients has always been of great importance which is why many of our national and international clients we have worked with have continued with us for over 30 years.

 

Venue West has been working with national and international suppliers for over 47 years. Throughout that time we have developed strong relationships and in depth knowledge of their contracts which will allow us to negotiate the most favourable rates and clauses for our clients.

 

Technology

 

Another key to Venue West’s longevity and success is our commitment to staying at the leading edge of technology

 

Venue West’s in-house designed proprietary registration, abstract and financial management software is kept state-of-the-art through constant review of the competitive landscape and client reviews. It provides the Program Committee and delegates with a seamless registration and submission process, while at the same time providing the Organizing Committee with powerful, real time reports.

 

Not every technology is right for every conference with regard to the scope and budget. Venue West will work with the you to identify the right solutions for your audience that will enhance their overall experience, while generating additional revenue for your conference.

 

Quality Assurance

 

Certification and accreditation are important to Venue West because they ensure that the quality of our conferences are at highest level through yearly reviews and constant learning

 

For this reason, Venue West is a member of many international and national associations such as the International Association of Professional Congress Organizers (IAPCO), the Professional Convention Management Association (PCMA) and the Canadian Society of Association Executives (CSAE).

 

Furthermore, Venue West stresses the importance of and supports our project managers becoming Certified Meeting Planners so that they stay up to date on the latest trends and conference management techniques.

 

Sustainability and CSR

 

Sustainability and corporate social responsibility are a critical component to Venue West's business model for our company and clients.

 

For this reason, Venue West is a member of 1% for the Planet which means that 1% of all our revenue is donated to environmental or social charities. Furthermore, through our partnership with Bullfrog Power, our office is powered by 100% renewable energy.

 

Venue West is also a key supporter of the Canadian charity Junior Undiscovered Math Prodigies, JUMP, and was integral part of their expansion into British Columbia schools.

 

We will work with you to design a comprehensive sustainability and CSR strategy that encompass all aspects of the conference, including the food and beverage, exhibition, production, suppliers, conference materials, marketing, communication and volunteering.