Three Annual Sessions in three cities, every one under the original estimates.
The American Student Dental Association brings dental students from across the country together twice a year: the Annual Session, where its House of Delegates sets policy, and the National Leadership Conference in Chicago. CTC planned five of them between 2024 and 2026, in Denver, Kansas City, Minneapolis and Chicago. Every Annual Session came in under its original estimates, by 42% on the items CTC renegotiated in 2025.
Student professional associationDental & Student AssociationTwo national conferences a year2024 – 2026Four US cities
51%
Off the original audio visual estimate, 2024 Annual Session
42%
Below the original estimates on renegotiated items, 2025 Annual Session
107%
Of the 2025 National Leadership Conference room block filled
01 – The brief
Two national conferences a year, and a new city every winter.
The Annual Session is the official meeting of ASDA’s House of Delegates: students from every U.S. dental school vote on policy, elect officers and set the association’s priorities, then meet industry partners at the Dental Expo. The National Leadership Conference teaches the business and leadership skills dental school leaves out. The Annual Session moves to a new city each year. The goals were to:
- Find and contract venues for the 2025 and 2026 Annual Sessions
- Bring vendor, audio visual and food and beverage costs in under the original estimates
- Fill the room blocks
- Train new ASDA staff during the conference
02 – What we did
Source the city, then question every quote.
CTC took on venue sourcing, vendor contracts, audio visual, food and beverage, housing and rooming lists, the conference budget alongside ASDA, invoice review and onsite management. Four things did most of the work.
Choose the next two cities. CTC sourced the 2025 and 2026 Annual Session venues, in Kansas City and Minneapolis, as part of its 2024 contract.
Challenge the audio visual quote. In 2024 audio visual came in 51% under its original estimate, with Wi-Fi comped entirely, and in 2026 the equipment quote came down 41%.
Negotiate the menu, not just the discount. In Denver, meal prices came down a further 5% to 20% on top of the 10% discount the hotel first offered.
Fill the block. At the 2025 National Leadership Conference in Chicago, attendees filled 107% of the contracted room block.
03 – The results
Under the estimates, every Annual Session.
Every Annual Session came in under its original estimates, on the items CTC negotiated each year.
- 42% under the original estimates on the renegotiated items at the 2025 Annual Session in Kansas City
- 22% under the original estimates at the 2026 Annual Session in Minneapolis
- 51% off the original audio visual estimate at the 2024 Annual Session in Denver, with Wi-Fi comped
- 41% off the original audio visual quote at the 2026 Annual Session
- 107% of the room block filled at the 2025 National Leadership Conference
- 95% of registrants attended the 2024 Annual Session
04 – Services
What CTC delivered.
- Onsite Management
- Venue Management
- Vendor Management
- Housing & Room Blocks
- Food & Beverage
- Audio Visual Management
- Financial Management
- Sponsorship Coordination
- Post Event Report
05 – More case studies
Four meetings in three years, and a trainee conference delivered 52% below its original estimates
A California state research funding agency's trainee conference and research program meeting, run by CTC since 2024: 2025 conference costs 52% below the original estimates, and 47% below across three events.
Year three of California CASA’s State Conference: 44% under the original estimates
Three years into the partnership, California CASA's State Conference beat its attendance goal every year and came in 44% under the original estimates in 2026.
56% off the original quotes, and a summit that came together in under three months
A film industry association's new studio summit in Hollywood came together in under three months across five venues, with renegotiated costs 56% below the original quotes and early-bird registrations 57% over target.
06 – Start here
Tell us the date and the budget.
We will tell you what is possible.
ASDA’s three years under the original estimates started with one conversation about where the Annual Session should go next.