Conference management for associations.
We plan and run annual meetings and conferences for associations and for medical, professional and trade societies: the program, the exhibit hall, the sponsors, the room block and the accredited education, with one team accountable for all of it. Three quarters of our clients come back, and the average client has been with us more than six years.
What we run for associations
The services associations ask us for most, run by one team that has done them for 30 years. Every other CTC service is available too.
Hotel Sourcing & Contracts
More hotels in the running, and the contract negotiated, not just the room rate.
Hotel RFPs · Site Visits · Concessions · Room Blocks
Registration & Housing
Registration, the event app and housing for members traveling in, run by the team that runs the event.
Online Registration · Housing Reports · Event App · Onsite Check-In
Exhibits & Sponsorship
An exhibit hall planned around how attendees move, and sponsor packages that grow with the program.
Hall Layout · Booth Sales · Sponsor Management · Rebooking
Speakers & Program
Speaker preparation, sessions, breakouts and the stage, kept on schedule across every day.
Speaker Prep · Audio Visual · Stage Production · Receptions
Accredited Education
Continuing education requirements built into the program from the start. CTC is ACCME accredited.
CE Requirements · Program Planning · Reporting
Budget & Board Reporting
Every contract negotiated against the projected budget, tracked all year, and a post-event report for your board.
Budgets · Savings Tracking · Post-Event Report
Medical and scientific meetings
Medical, healthcare and scientific societies need what every association needs, plus accredited continuing education. CTC is ACCME accredited and holds MPI’s Healthcare Meeting Certification.
Since 2022 we have run a national healthcare association’s annual conference. Registrations have grown an average of 15% a year, attendee satisfaction has stayed above 90%, and in 2024 the exhibit hall sold out.
How we work
The same five phases every year, so your staff and your board always know what happens next.
The ProposalProposalAn introductory call, then a proposal built around your event.- OnboardingOnboardingA Welcome Guide and a planning meeting to set measurable goals.
- Project ManagementPlanningEvery task, deadline and budget line tracked, with weekly meetings.
- Onsite ExperienceOnsiteA branded Onsite Event Guide and the CTC team in the room.
- Post-Event ReportReportGoals, data and recommendations for your next event.
Association conferences we run
Three more of the associations we work with, and what changed.
Child welfare association
State conference, Costa Mesa & San Francisco
44% under the original estimates, and every attendance goal beaten
Energy industry association
Annual conference and exhibition, Long Beach
2x the sponsorship and 41% more exhibit revenue
Professional association
Annual leadership training, Washington, DC
Ten years running, and 8.5% under budget in 2024
“You are the absolute best conference planners and miracle workers that we have ever had the pleasure of working with. You cultivated our vision and presented it in the most professional and befitting manner possible.”
Questions associations ask us
Do you only work with California associations?
Can you manage accredited continuing education?
Can you take over a conference that is already being planned?
How do you grow sponsor and exhibitor revenue?
Do we have to hand over the whole conference?
Weighing an outside team against hiring a planner? Read: outsourcing conference and event management, is it worth it?
Planning next year’s annual meeting?
Tell us your dates, your members and what has to change, and we’ll send a proposal built around them.