Mentor Canada is currently seeking proposals for the delivery of conference management services for a three-day national conference to be held in Fall 2025.

This conference aims to unite researchers, policymakers, service providers, government representatives, and global experts in mentorship. The details for the plenary and breakout sessions are still pending; however, the anticipated facilities include one plenary room, five to six breakout rooms, and sufficient capacity for receptions. We expect 500-750 participants including delegates and speakers from Canada, the U.S., and various international jurisdictions.

Deliverables and Scope of Work

Project Management:

• Develop and continually update the critical path and workback schedule.
• Provide regular updates to the planning committee, ensuring a structured meeting cadence with monthly and weekly sessions.
• Assist the steering committee with the identification of speakers and development of program themes.
• Manage budget creation, allocation, and oversight, including a transparent process for handling change orders.
• Oversee the on-site execution of the conference, from initial set-up to final take-down.

Accommodation/Venue Management:

• Research and provide a selection of viable venue options in Ottawa or other metropolitan centers in Canada.
• Oversee comprehensive vendor coordination, including detailed logistics management.
• Arrange the set-up of plenary, breakout, and other meeting rooms.
• Address any additional meeting room requirements, such as arranging green rooms for speakers or VIPs.
• Coordinate the hotel guest room blocks, ensuring compliance with contractual obligations, and maximizing contractual benefits.
• Manage all catering and banquet event orders.

Technical Show Management:

• Identify, secure quotes from and select suppliers, and manage all audio-visual requirements, including translation services, for both the planning phase and on-site execution of the event.
• Provide simultaneous translation to accommodate diverse audiences.
• Record plenary sessions to capture key discussions and presentations.
• Address insurance needs as necessary to ensure full compliance and coverage.
• Collaborate with our website and social media teams to ensure timely updates on our digital platforms.
• Oversee the creation and distribution of the conference program to all participants.
• Manage and fulfill all specific needs of the speakers throughout the event.

Sponsorship and Marketing Collateral:

• Develop in collaboration with Mentor Canada and the conference committee sponsorship packages
• Develop in collaboration with Mentor Canada and the conference committee conference marketing materials including imagery and marketing tools.

Registration and Conference App:

• Work with the planning committee to develop, monitor and coordinate an online registration system.
• Coordinate and implement a Conference app.
• Coordinate relevant guest information and updates including registrants, speakers, program, venue information and more to our website and conference app. 
• Produce delegate badges.
• Operate registration desk during the conference.

On-site Support Services:

• Complete A/V sound checks and run through, ensuring all technical aspects are in place.
• Coordinate and oversee rehearsals with presenters and technical staff to confirm timing and ensure content delivery flows smoothly.
• Strategic placement and set-up of signage and other necessary materials to facilitate easy navigation and a welcoming environment for attendees.
• Coordinate a dedicated on-site team available throughout the event to provide immediate assistance, manage logistics, and ensure all aspects of the event are executed to the highest standards.
• Continuous liaison with hotel staff and vendors to ensure all services are delivered promptly and any special requirements are met.
• Live translation for keynotes and large-scope presentations.

Speaker Coordination:

• Speaker coordination and support both before and during the conference.
• Drafting and acquisition of releases and waivers from speakers and delegates (e.g., for video recording, webcasting, and photographer).
• Speaker waivers, travel/accommodations/visa forms as required.
• Collect photos and bios for conference website and program.
• Book and manage travel arrangements and accommodations for speakers, bursary recipients and other special guests. 

Timeline and Milestones

The project will start in October 2024, with the conference anticipated for late Fall 2025.

About Mentor Canada

Mentor Canada is a national, bilingual, registered not for profit organization, with a Mission and Vision to “accelerate and scale world-class mentoring in Canada”.  Visit Mentor Canada:  www.mentorcanada.ca.