Senior Meeting Planner Services

The agency is seeking a vendor to provide senior meeting planner services for programs in Toronto and Montreal. The selected vendor will manage master event timelines, develop communication calendars for internal and external stakeholders, and handle complex audiovisual and production design, specification, and on-site management. The scope of work also includes venue contract negotiations, amendments, budget stewardship, and day-of operations leadership across both city programs. The project requires ongoing budget tracking, reconciliation, variance reporting, and final budget close-out through mid-November 2026. Additional responsibilities cover hotel and venue management, branding and marketing coordination, agency coordination, stakeholder communication, and venue sourcing and execution for a CEO track. The agency is looking for proposals to determine the budget for these services. Only onshore organizations based in the United States are eligible to bid on this opportunity. The selected vendor will perform all work offsite. Bidders must submit all questions regarding this opportunity no later than June 17, 2026.