When is the submission deadline?

Submissions are due June 23, 2026. Questions must be submitted by June 17, 2026.

It was issued by Brand Usa. The work is located in Toronto, Ontario, Canada; Montreal, Quebec, Canada.

Who is a good fit for this opportunity?

Experienced event planning firm with expertise in complex, multi-venue programs. Proven track record in AV production and on-site management. Strong background in budget management and stakeholder communication. Experience coordinating events in both the United States and Canada. Ability to manage branding, marketing, and high-level executive programs.

Senior Meeting Planner Services (Due June 23, 2026)

Overview

Events, Printing & Promotional Goods

Toronto, Ontario, Canada; Montreal, Quebec, CanadaPosted: June 10th, 2026Deadline: June 23rd, 2026

Fit Score

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SUMMARY

Seeking senior meeting planner services for end-to-end event management including AV production, venue contract negotiation, budget oversight, and stakeholder coordination for programs in Toronto and Montreal.

KEY REQUIREMENTS

10+ years of progressive meeting planning and event management experience
Demonstrated expertise in multi-city, multi-track events
Proven experience managing hotel contracts, BEO negotiations, and complex AV/production environments
Proficiency with Cvent or similar event management software
Proficiency with Wrike or comparable project management software
Exceptional communication and presentation skills
Experience working with in-market DMCs and third-party vendors
Comfort and familiarity with AI platforms to streamline workflow
CMP, CMM, or equivalent work experience preferred

CONTRACT DURATION

6 months

TIMELINE

Onboarding & initial vendor review: July 1st, 2026

Master timeline & communication calendar: July 15th, 2026

AV/production specification & RFP: July 31st, 2026

BEO review cycle begins: August 1st, 2026

Exhibitor logistics guide (v1): August 1st, 2026

Budget reconciliation report: September 1st, 2026

On-site event execution: October 26th, 2026 – October 29th, 2026

Post-event debrief document: November 1st, 2026

Final budget close & reconciliation: December 15th, 2026

QUESTION DEADLINE

June 17th, 2026

Issuing Agency

Brand Usa

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

The organization seeks a qualified vendor to provide senior meeting planner services. Responsibilities include developing and managing the master event timeline through event close, creating communication calendars for all stakeholders, and overseeing complex audiovisual and production design, specification, and on-site management.

Additional duties encompass contract negotiation with venues, managing amendments and agency reviews, budget tracking and variance reporting, and leading day-of operations for programs in Toronto and Montreal. The vendor will also handle post-event reconciliation and final budget close-out, as well as manage hotel and venue logistics, production and AV needs, branding and marketing coordination, stakeholder communication, and CEO-level venue sourcing and program execution.

All questions regarding this RFP must be submitted by June 17, 2026.

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Frequently asked questions

When is the submission deadline?: Submissions are due June 23, 2026. Questions must be submitted by June 17, 2026.
Who issued this RFP?: It was issued by Brand Usa. The work is located in Toronto, Ontario, Canada; Montreal, Quebec, Canada.
Who is a good fit for this opportunity?: Experienced event planning firm with expertise in complex, multi-venue programs
Proven track record in AV production and on-site management
Strong background in budget management and stakeholder communication
Experience coordinating events in both the United States and Canada
Ability to manage branding, marketing, and high-level executive programs

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