As a full service Professional Conference Organizer (PCO) Venue West  can manage your meeting throughout the whole process: from the early planning and budgeting stages to the final accounting.

Venue West’s expertise will “make things happen” for the conference so that you can use your time and knowledge in the most productive way prior to the conference and be able to relax and network with colleagues and friends on-site.

Venue West has managed over 500 conferences in over 30 countries so now matter where your meeting is taking place, we can help!

Conference Management services include:

Planning and Budgeting

  • Needs Analysis and Due-Diligence Studies
  • Bid Preparation
  • Sustainability Strategy and Reporting
  • Critical Path/Timeline Development
  • Congress Promotion/ Attendance Building Marketing Plan
  • Budget Development & Monitoring
  • Accounting and Financial Reporting
  • Final Accounting

Registration and Administrative Services

  • Online Registration and Abstract Management
  • Poster Services
  • Speaker / Presenter Coordination
  • CME Coordination

Venue and Accommodation Services

  • Site Visit and Venue Selection Recommendations, Contract Negotiation
  • Hotel Site Visit and Selection Recommendations, Contract Negotiation
  • Food and Beverage Management
  • Audio Visual Management
  • Management of Onsite Logistics


    Exhibit Management

    • Venue Selection and Contract Negotiation
    • Solicitation of Exhibitors
    • Supplier Management (e.g. Display Company)
    • Development of Exhibit Manual
    • Floor Plans

    Sponsor Management

    • Development of Potential Sponsor Packages
    • Solicitation of Sponsors
    • Sponsor Relations and Contracts
    • Onsite Management

    Technology Management

    • Development of a Technology Plan
    • Mobile App Sourcing and Management
    • Virtual and Hybrid Meeting Strategy and Execution
    • Webpage Design and Build

    DMC Services

    • Special Event/Social Program Management
    • Gala Dinners and Opening and Closing Ceremony Management
    • Tour and Companion Programs
    • Transportation Logistics and Coordination

    Venue West provides societies and associations with significant knowledge, experience and resources to support their mission, goals and objectives.

    If you have certain requirements, large or small, that need outsourcing; we can help.

    The professionals in our Association Management Division offer unmatched association expertise and specific knowledge of the issues, challenges and opportunities facing associations today. From providing a virtual office to understanding the intricacies of journal publishing and management issues, our team brings extensive experience and considerable knowledge of many issues unique to associations.

    Our Association Management Services include:

    • Membership Recruitment and Retention (including Online Payment of Memberships etc.)
    • Strategic Planning and Facilitating (e.g. Balanced Scorecard Approach)
    • Organization of Annual General Meetings, Conferences, Educational Seminars and Board Meetings
    • Bookkeeping and Accounting
    • Communication including Web Page Design, Development and Updating
    • Registration for Conferences and Events

    You are bringing your conference or event to British Columbia and need assistance in the coordination of local services?

    Venue West can help. We know the business you are in and therefore understand the specific needs and challenges of organizing a meeting in a different city. Venue West has the expertise and the network to support you in providing excellent service that will make you shine!

    Our Destination Management Services include:

    • Event Management Including Gala Dinners and Opening and Closing Ceremonies
    • Tour and Companion Program Registration and Coordination
    • Pre- and Post Conference Tours and Excursions
    • Event and Registration Staffing
    • Registration Management
    • Local Transportation Logistics
    • Technical Tour Coordination
    • Decor and Entertainment Management
    • Recommendation of Local Suppliers (Audio Visual, Florists, Local Printers, Speaker Gifts, etc.)

    Reliable and relevant technological systems are critical to successful conference, association and abstract  management.

    Venue West offers a custom-designed and fully flexible registration, abstract and data base system, “Powered by Venue West” to ensure smooth, efficient and secure processes.

    Online Registration

    The big advantage of Powered by Venue West is that we developed this system in house, which means we can custom design it for you – and our IT expert is right here in our office so we can offer instant service.

    Our system is flexible enough to offer caps on registration categories, codes for registrants who have been offered a discount, and a very easy user friendly interface.

    The system also provides real time, 24/7, concise and fully customizable reports, so that you and your Project Manager are always up to date and can make any budgetary or planning adjustments in a timely manner.

    Abstract Submission and Review

    Our abstract submission and review system allows user friendly online abstract management. All abstracts can be submitted online by applicants. The online review portal offers convenience to reviewers to access abstracts, assign a rating and submit their reviews to the committee.

    Membership Management

    Membership recruitment and retention is often a key deliverable for associations. Using the Powered by Venue West© system, association members can renew their memberships online – and new members can sign up online as well.  We can also do emails blasts to insure membership renewal and make sure that your members know the value of your association.  We would be happy to discuss your needs and help you optimize your membership potential.

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