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Bring a meeting to Canada
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Your Partners

“All in all, it's well worth the work - providing you use a good conference organization and management firm.”

John Nightingale, Ph.D., Executive Director, Vancouver Aquarium Marine Science Centre, Chair of the 14th Biennial Conference on the Biology of Marine Mammals


There are three primary stages to your role as conference chair or co-chair: winning the bid, managing the conference, and celebrating its success.

Winning the Bid for Your City and Canada

You will need the support of the national organization, the city and/or venue where the meeting might take place, and a professional meeting management company to assist you with the preparation of the bid (proposal) to the international organization. These partnerships are crucial to increasing your chances of winning the honour and privilege of holding your association’s/society’s/federation’s international meeting in Canada.

Often the international organization requires the written support of the national organizations. Once obtained, the city and venue where the meeting might take place have a vested interest in securing the meeting and in conjunction with Sea to Sky Meeting Management Inc (Sea to Sky), will:

  • Provide professional-designed promotional materials at no charge
  • Provide financial support in bringing the key decision makers in the international organization to experience the destination
  • Produce the bid book, a comprehensive document outlining the ability of the destination to host the meeting and a key tool used to convince the international organization decision makers
  • Build relationships with the international organization decision makers by visiting them on sales missions and inviting them to events selling the destination

X Conference & Event Management Services

Sea to Sky provides the following services and we are pleased to take on all or part of your project to make your conference, meeting, tradeshow or special event a success:

  1. Design/Planning, Execution and Evaluation
    • Setting of Goals and Objectives
    • Timeline and Overall Plan
    • Execution and Management
    • Communication and Contingency Plans
    • Committee Liaison and Management
    • Reporting, Final Report and Evaluation
  2. Marketing and Promotion
    • Plan and Strategy Development
    • Website Development and Maintenance
    • Print and Electronic Materials Design and Coordination
  3. Logistics
    • Contract Negotiation and Management
    • Venue Logistics and Coordination
    • Food and Beverage Management
    • Signage Management and Coordination
    • Audio Visual Management and Coordination
    • Translation and Interpretation Management
    • Production Schedules
    • VIP Management and Coordination
  4. Pre and On-site Registration
    • Planning and set up
    • On-line and Manual Registration Processing
    • Pre and On-site Registration Secretariat Services
    • Registration Accounting and Reporting
    • On-line Credit Card Processing
    • Conference Secretariat Services
  5. Housing Bureau
    • Hotel Contract Negotiations and Management
    • Room Block Management
    • On-line and Manual Hotel Reservation Bookings
  6. Abstract, Paper and Speaker Management
    • On-line and Manual Collection and Processing
    • Peer Review Coordination
    • Poster Board Management
    • Program Scheduling
    • Speaker Management and Coordination
  7. Social/Themed Events and Spousal Program
    • Design, Management and Execution
    • Opening and Closing Ceremonies
    • Opening and Closing Event Productions
    • Daily Sightseeing and Pre and Post Tours
    • Design, Management and Execution
  8. Exhibit Sales and Management
    • Marketing
    • Sales
    • Show Management
  9. Sponsorship Sales and Servicing
    • Sales
    • Servicing
  10. Financial Management
    • Budget
    • Accounting
    • Canadian and US dollars and Euros


Sea to Sky, at no cost to you, will draft an action plan and budget and assist you, the city, and the venue with winning the conference for your city and/or Canada.

Managing the Conference

Once you have won the conference for your city and Canada your role will be to lead and delegate responsibility. You will want to assemble your team of volunteer committees and finalize an agreement of services with Sea to Sky Meeting Management Inc. (Sea to Sky).

Sea to Sky is an award winning conference and event management company specializing in the creative planning and quality management of conferences and special events throughout British Columbia, across Canada and around the world, and is incorporated in Canada and Europe. Visit our website at www.seatoskymeetings.com.

Our role is to help you with as much or as little of the work as you require. We can help you create the big picture for the conference, establish the infrastructure and take care of all the mundane but necessary details that all successful conferences are built on.

Click here for a list of services that Sea to Sky provides

Celebrating Success

Your conference journey will be a team effort and when all is said and done, there will be lots to celebrate:

  • Increased exposure and elevated stature for your organization and your career
  • The world’s attention on timely provincial and national topics and areas of discussions in your field or industry
  • Ideas exchanged and best practices discussed while showcasing your city and/or country
  • Happy friends and colleagues from around the world


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