Portfolio

CAO - 2017

The Canadian Association of Optometrists (CAO) is the national voice of optometry in Canada, representing 85% of doctors of optometry (ODs). In June of 2017, the Canadian Association of Optometrists (CAO) held its 35th Biennial Congress in Ottawa and brought on CanPlan to manage all logistical requirements for the Congress.

Responsibilities include but were not limited to: Overall conference planning; venue management, hospitality, sourcing and contracting for 3rd party audio-visual requirements, meeting planning and coordination of materials, logistical support, accommodations, food and beverage, hospitality, entertainment, trade show and sponsorship development and management, data management for the event app, management of online and print collateral, scheduling and run of show scenarios, risk management and emergency preparedness plans, onsite registration, preparation and distribution of kits and on-site management of a registration desk for a period of 4 days.

Successes

Sponsor and Exhibitor activation was handled extremely well and visitation to the Optofair was extremely successful. The positive remarks and experiences that the Sponsors shared have initiated financial commitments for the 2019 Congress.

Management of room block and venue space was renegotiated after CanPlan came on board. Too much space was being held and early release of space reduced the guarantee cost that CAO would have committed to.

Working with a 3rd Party Audio Visual Supplier that was not the Shaw Centre in-house supplier, we ensured there were no extra fees associated with this scenario in order to keep costs down.

Challenges

Hotel room blocks were a challenge to manage given that they pre-ceded Canada Day in Ottawa; to manage the challenge of having gaps in our pick-up, a 3 night policy was implemented.

On the night of the pinnacle event, The Gala, a power outage occurred for 3 hours and a contingency plan was put in action. In order to keep guests entertained and happy, the guests received an appetizer and desert and when the power resumed dinner was served and to the delight of all the music and dancing played until midnight, crisis averted.

Destination Direct

CanPlan produced, and in its 4th year, Destination Direct has continued to be a successful hosted buyer program that takes away the trade show floor, giving meeting planners and association executives an opportunity to meet with Canadian Destination Marketing Organizations (DMO’s) in a private suite with one on one, no interruptions and no worries, 15 min conversations.

DDC is organized by meeting planners with meeting planners’ needs in mind. As meeting planners, we really wanted to get business done, and we share the frustration of many of our industry colleagues about how difficult it was to talk shop on the tradeshow floor. The other thing that we noticed is that a lot of our colleagues don’t understand the value of engaging the DMO at the outset of their search for a host city. We saw a problem and ultimately, our DMO partners helped us identify the solution! A niche Hosted Buyer show for association executives and meeting planners to meet one-on-one with DMOs.

The DDC Hosted Buyer program is unique in the MICE industry (MICE = Meetings, Incentives, Conventions and Exhibitions). We were all used to Hosted Buyer programs that have the buyers moving around the trade show floor to meet the sellers. At DDC – the DMOs are all in their own suites, in an all-suite hotel, branded with their own identity, colours, swag and everything that makes them shine. The hosted buyers have an agenda and based on meetings they get to pre-select through a matchmaking software, they join the DMO rep in the suite for a 15 minute uninterrupted conversation.

DDC has continued to grow over the last three years, starting with 21 Destinations and 21 Buyers in 2016 to 25 Destinations and 28 Buyers in 2018.

CanPlan designs, produces and manages the marketing, communication and materials for the program, from the website, to the sponsorship prospectus, and an on-line application form for buyers. We also provide all the participating DMO’s a link to register, as well as a link to complete their Destination and personal profiles. Our goal is to streamline the process for all participants, both buyers and sellers, making this show one of the easiest to sign up for and manage on all levels.

Reveal Social

REVEAL Social is where we all get to reconnect and meet with one another in a relaxed atmosphere; where you can start a conversation and make connections to meet for business discussions over the next few days. The event brings together over 300 planners and executives in an exclusive environment for one night of food, drinks and networking. And of course, there will be great music and games to entertain!

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