Conference Management Package

The Conference Management Package is designed to assist conference planners and organizers by assuming responsibility for several key components of the conference process. The emphasis is on a base package of services which are generally recognized as being the most time-consuming or logistically challenging for many organizations. Complementing this base package is a shopping list of additional services which The Banff Centre offers to any clients who wishes to incorporate them into their Conference Management Package for an additional fee.

Planners are encouraged to confirm their intention to utilize the Conference Management Package when the contract is signed. If that is not possible, planners can add the package no later than 75 days out from the first day of the conference at the Centre.

The base package price of $65.00 per registered delegate includes:

Conference registration services

The Banff Centre will accept and coordinate conference registrations, assign the subsequent fees in a conference trust account and confirm registration to the conference delegate. The conference organizer will receive regular pre-conference reports outlining attendees (names and quantity) and final accounting reports of the trust account. The personal registration information collected on the registration forms is protected by the Alberta Freedom of Information and Protection of Privacy Act.

Trust account

A Canadian dollar trust fund will be established with the financial services department at The Banff Centre in the name of the conference. Foreign exchange rates will be based on current Banff Centre rates at the time of registration. As the trust account is not designed for general banking purposes of the conference, it is suggested that an additional account be available to accept sponsorship monies, payment of externally hired conference services (ie printing, speaker airfare, etc). Interest is paid on the conference trust account at a variable Banff Centre rate.
At the conclusion of the conference and final amalgamation of all related billing, the master account accumulated during the conference will be debited against the trust account. Any surplus of monies will be issued to the conference within 30 days of final billing.

Online registration forms

The Banff Centre will prepare a conference specific, on-line registration form to facilitate conference registration and accommodation reservations. The form will be designed and completed by Banff Centre staff under the direction of the conference organizers and can also include tour registration, banquet ticket requests, etc. In addition to the form being completed online, we supply a .pdf format for printing and traditional communication methods (fax, mail). Once the online and pdf forms are completed, a link for both methods of registration will be supplied. The forms are housed on The Banff Centre’s secure server for privacy and safety of transmission.

Off-site accommodation

Accommodation will be reserved for each conference or group based on the program dates confirmed by the conference organizer(s). The Banff Centre will also coordinate official off-site room blocks, if required.

Preparation of registration kits

The Banff Centre will prepare conference registration kits which will include literature provided by the conference organizer, a list of registered delegates, Banff Centre information and general information about the Banff area. The selection and cost of the conference kit and its contents are the responsibility of the conference.

Registration desk support

The Banff Centre will provide two registration desk assistants for a total of eight hours. Additional registration desk support is available at an hourly rate of $25.00 per person.

Coordination of ground transportation

Schedules and rates for all regular airport shuttle bus services are available between Banff and Calgary and may be included on the on-line form via HTML links.
The Banff Centre would be pleased to arrange group transfers between Banff and the Calgary International Airport via motorcoach. Transfers will be based on a schedule, which is developed with the conference chairperson or their designate. Transportation costs may be paid directly to the motorcoach company, charged to the conference trust account, or included in the conference registration fees.

Coordination of pre/post conference activities

The Banff Centre has information on all recommended tour operators, including sightseeing and recreation or adventure products, and can provide assistance in choosing a Destination Management Company (DMC) to coordinate all your needs. The cost of the actual tour or package will be the responsibility of the organizer or individual.

Coordination of special events

Discounted tickets for Banff Centre events can be arranged on a group basis for the conference during the published conference dates. Special performances, presentations, or team-building sessions can be arranged for the conference through facilities and programming provided at The Banff Centre.
Click here to view the upcoming events at The Banff Centre.

*Note - Abstract Submission

The Banff Centre does not facilitate web based abstract submission and tabulation.

Additional services

The following services may be added to the base Conference Management Package at a nominal fee:

In-house design and printing of brochure

The Banff Centre can design or assist in designing your conference brochure. In-house graphic design and printing services can produce quality publications at a reasonable cost. The cost for these services will be determined in advance based on design, printing requirements and quantities. A guaranteed price will be quoted. The client will have sign-off on final copy and design.

Registration kit folders

The Banff Centre will assist you in purchasing the conference delegate registration bag or folder based on your requirements. Costs are dependent on the type of registration kit required by the conference organizers.

Name tags

The Banff Centre can provide individually printed, plastic enclosed, 3 x 4 inch name tags with a variety of delegate/conference information for $3.00 per tag. One-colour name tags, or customized name tags are also available. Costs vary, depending on your requirements.

Pre-conference mailings

The Banff Centre can coordinate conference mailings to promote conference attendance at a rate of $0.50 per envelope (maximum of three pieces per envelope) plus postage. Additional brochures/items may be included in the mailing at a cost of $0.10 per item.

Promotional materials

Maps of The Banff Centre property are complimentary. Lure brochures (2.5 times the expected attendance for your conferences) are complimentary. Additional lure brochures may be purchased at $1.00 each.