Conferences and congresses
Conference Organiser and Conference Management
A conference is not a big meeting. It is a multi-day production with an agenda that has to hold attention, delegates who have to be moved through a building on time, speakers who need managing, sponsors who need delivering to, and a technical rig that has to work in every room simultaneously. We organise conferences as professional conference organisers, from the first agenda draft through to the final reconciliation.
- Typical conference value
- CAD $25,000 to $500,000
- Ideal lead time
- 16 to 24 weeks
- Delegate range
- 80 to 2,000+ delegates
- Formats
- Corporate, association, AGM, summit, congress, hybrid
Pick a time that suits you
What is included
Agenda and programme design
Session structure, timings, breakout mapping and transitions designed so attention holds across day two and day three, not just the opening keynote.
Speaker management
Briefing, slide collection and version control, rehearsal scheduling, green room management and comfort monitors so speakers arrive prepared and finish on time.
Delegate registration and flow
Registration build, badging, on-site check-in, wayfinding and the movement plan that gets several hundred people between plenary and breakouts inside a coffee break.
Technical production
Plenary and breakout AV, staging, LED, sound, lighting, recording, streaming and show calling — specced as one package across all rooms.
Sponsor and exhibitor delivery
Sponsor packages, exhibitor floorplans, stand builds, deliverable tracking and post-event reporting so sponsors get what was actually sold to them.
Catering, accommodation and social
Delegate catering across the agenda, room blocks, gala dinners and evening programme, all managed under the same budget.
The hard part
Conferences fail in the transitions, not the sessions
The content is usually fine. What breaks a conference is the eleven minutes between sessions, the breakout room that was not reset, the speaker whose deck was never loaded, and the queue at registration that pushed the whole first morning fifteen minutes late.
We plan the transitions with the same rigour as the programme — a run of show that names who does what, in which room, at which minute, with a defined contingency for each.
Multi-room control
One production spec across plenary and every breakout
Running a plenary and four breakouts means five technical environments that all have to behave the same way. Split across separate suppliers, they will not.
- Single technical spec
- Shared crew and comms
- One show caller
- Rehearsed room turnarounds
How we work
- 01
Scoping call
A short call to establish the format, the date, the headcount, the venue position and the budget band. If we are not the right fit for the brief we say so on that call rather than three weeks later.
- 02
Concept and costed plan
You receive a written concept with a line-by-line budget, a supplier position and a delivery timeline. Everything proposed is designed to survive a real venue, a real load-in window and a real room.
- 03
Build and production
Suppliers are contracted, drawings are approved, technical is specced and the run of show is locked. You get a single point of contact rather than a supplier list to chase.
- 04
On-site delivery
Our team is on site for load-in, rehearsal, live delivery and de-rig. Issues are handled without being escalated to you mid-event.
- 05
Reconciliation
A final budget reconciliation and a debrief covering what worked, what we would change and what to lock earlier next time.
Send us the brief
The more of this we have up front, the faster we can tell you whether we are the right fit and what it is likely to cost. If we are not right for the brief we will say so.
- Suite 401, 222 Queen St, Ottawa, ON K1P 5V9, Canada
- CA: +13437005058
- info@pearllemongroup.com
Frequently Asked Questions
Are you a professional conference organiser (PCO)?
Yes — we take the full PCO scope: programme, delegates, speakers, technical production, sponsors, catering and on-site delivery under one contract.
Can you run a hybrid or streamed conference?
Yes. Streaming, recording and remote speaker integration are specced as part of the technical package rather than bolted on by a separate vendor.
Do you handle delegate registration and badging?
Yes, including the registration build, payment where required, badging and on-site check-in staffing.
Can you manage sponsors and the exhibition floor?
Yes. We manage sponsor deliverables and the exhibitor floorplan, and we can build the stands themselves through our exhibition team.
What lead time does a multi-day conference need?
Sixteen to twenty-four weeks is the comfortable range. Venue availability in the major Canadian cities is usually the binding constraint, not our capacity.
Related services
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Book a scoping call
Twenty minutes to establish the format, the date, the headcount and the budget band. You will leave the call knowing whether this is a fit and what happens next.
Prefer email? Write to info@pearllemongroup.com or use the booking page.