who we are
we’re boutique and unique
Event planning is more than our area of expertise – it’s our passion!
From initial conception to development, planning, on-site management and post-event follow-up – we have the experience, knowledge and resources to execute meetings, conferences and special events that meet your unique goals and objectives.
Since 2005, Elastic Communications & Events has produced a wide variety of successful and memorable gatherings.
Whether you are holding a team meeting with a select number of attendees, an international conference with hundreds of guests, or a celebration of an important milestone or achievement – we manage all the details and create an exciting and engaging experience for you and your guests.
A senior team dedicated to your event.
Our award-winning team of senior program managers works with you from start to finish to ensure consistency and to gain a thorough understanding of what you aim to achieve. Then we gather an exceptional group of industry professionals together – designers, producers, writers and technical directors – to make sure your event runs like clockwork, stays on budget, and captures the audience’s attention and imagination.
We are pros at stretching everything from budgets to imaginations.™
Whatever your event size, location, and requirements, we find the perfect venue, create the right atmosphere, deliver on-time, and search out innovative and creative ways to make your event truly one-of-a-kind.
Consistent Contact
Once you give the go-ahead, the same team that begins work on your program will see it through to completion. This means a consistent contact for you, venues and suppliers: in advance and on-site.
Creative Solutions
Never static – always looking for innovative ways to make your event an original. Our clients benefit from our exceptional industry alliances – we are always seeking new resources that will make your event truly unique.
Industry Experts
We are an award-winning team of passionate meeting professionals who are committed to the industry. Our team is active in Industry Associations which provides us continuous professional development education & relationship building opportunities with key suppliers.
the team
we are an award-winning team of passionate meeting professionals committed to creating an exceptional event for you
Yvonne Dewar, CMP
President and Senior Account Director
Yvonne Dewar, CMP
President and Senior Account Director“Planning is bringing the future into the present so that you can do something about it now.” - Alan Lakein, author of How to Get Control of Your Time and Your Life
Bio
Our company is led by Yvonne Dewar, a Certified Meeting Professional with more than 25 years of experience in the meetings industry. Prior to launching Elastic Communications & Events, Yvonne was Director, Conference & Events, for a leading North American communication and events firm.
Yvonne has traveled extensively, directing and managing events for 20 to 5,500 attendees – including annual general meetings, employee recognition events, national sales meetings, travel incentive programs, symposiums, trade shows, and product launches.
From Fortune 500 companies in the financial, high tech and pharmaceutical industries, to government and association clients – Yvonne’s clients return year after year because of her service standards, work ethic, and passion for the meetings industry. As a result, Yvonne was the recipient of the esteemed Meeting Professionals International (MPI) Toronto Chapter 2010 Planner of the Year Award. She is also a Past President of the MPI Toronto Chapter, which has more than 700 members.
On top of her business achievements, Yvonne also works hard as mother to two very busy teenage daughters! From honour roll ceremonies to ice rinks, soccer stadiums, and karate lessons – Yvonne’s daughters keep her active, involved and invigorated.
Jessica Small
Senior Program Manager
Jessica Small
Senior Program Manager“Don't judge each day by the harvest you reap but by the seeds that you plant.” - Robert Louis Stevenson, author
Bio
Jessica is a senior program manager with almost a decade of event planning and management experience. She discovered her passion and enthusiasm for the industry while completing her Bachelor of Commerce degree in the Hospitality & Tourism Management Program at Ryerson University.
Jessica started at Elastic as project co-ordinator and quickly became invaluable due to her ability to master the essential facets of successful event management – connecting people, devising smart solutions, and seeing the big picture while also mastering the fine details. Since then she has managed conferences, meetings and events of all shapes and sizes worldwide, and is responsible for all event elements from conception to execution.
Jessica's positive and energetic approach never fails to deliver programs that exceed client expectations, while providing hands-on attention to detail that ensures a successful event. It’s no surprise Jessica was awarded the 2011 Rising Star Award from Meetings & Incentive Travel Magazine.
Jessica grew up in small town Ontario – so she can line dance and drive a tractor. On top of her skills as an event manager she runs a farm with her husband – growing food for Canadians while running after her toddler and his sidekick cat.
Julia Westelaken
Program Manager
Julia Westelaken
Program Manager“The optimist is a pessimist with a plan” ― Bangambiki Habyarimana, community worker and author of The Great Pearl of Wisdom
Bio
Julia is a graduate of Centennial College's Festival, Event, and Conference Management post-graduate program and also holds a bachelor's degree (honours) in Communication Studies, Women's Studies, and Administration from Wilfrid Laurier University.
Before joining the team at Elastic as a program manager, Julia gained impressive experience in the industry by holding key volunteer positions at special events such as Gold Medal Plates (the Canadian Culinary Championships) and the Scotiabank Toronto Waterfront Marathon. She is also involved with the Professional Convention Management Association as a member of the Communications committee.
Julia has a talent for detail, especially budget management, and enjoys both the preparation and onsite delivery of events. Throughout her career at Elastic, Julia has managed events of 200 to 2,500 attendees within North America, Europe, and Asia.
A self-proclaimed hipster, Julia loves to tap dance and sing karaoke. She also loves seeking out new adventures and spent a year travelling through China. No word if she managed to tap dance her way along the Great Wall.
Rachel Martine
Program Coordinator
Rachel Martine
Program Coordinator“The difference between ordinary and extraordinary is that little extra.” – Jimmy Johnson, Coach, Dallas Cowboys (1989-1993)
Bio
A fresh face in the meeting planning industry, Rachel is a graduate of the University of Guelph with a Bachelor of Arts degree (honours) in Music and Sociology.
Rachel came to us with related experience as the Public Relations and Social Coordinator for the Music Student Association, where she organized meetings and social outings for music students to network and connect with their peers. She also had an active role in both the University of Guelph's Symphonic Choir and Chamber Choir, earning herself the Nathan Max Goldman Choir Scholarship for her commitment and enthusiasm in pursuing the arts.
Rachel is a great addition to our team and as program co-ordinator has already helped manage sold out conferences with more than 500 attendees, including one with 2,400 attendees.
As a soprano, Rachel can reach those high notes that hit you emotionally. In her free time she is involved in her local community musical theatre where she has played Maria in The Sound of Music and was the musical director for Rent!
Michelle Wilson
Registration Manager
Michelle Wilson
Registration Manager“Plan for what you don't know rather than what you do.” ― Adam Hartung, author, Forbes Magazine columnist and speaker on business growth
Bio
Michelle Wilson’s 23 years of experience in the conferencing, medical and legal fields have allowed her to develop into a highly-skilled conference and event co-ordinator and database manager.
As Elastic’s registration expert, Michelle has a vast knowledge of several computer programs, and brings meticulous attention to detail to each project she works on.
From events attracting 50 to 3,000 attendees, Michelle is adept at developing practical and comprehensive registration systems that suit each project. She is proficient in developing, maintaining and managing attendee databases, developing timely and pertinent reports, and working with online registration providers to develop customized registration systems. She is also a pro at troubleshooting issues thanks to her extensive and insightful testing process.
After years of spending all her free time at the ice rink with her daughter and son, they are now away at university. Michelle can finally say goodbye to those cold arena benches and enjoy life as an empty nester!
our work
we specialize in conferences, meetings and special events of all sizes and budgets
Worldwide Members – Europe
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Worldwide Members – North America
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True Passion Can’t Be Tamed
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Global Members Early & Continuous Delivery
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Seed Research – Growing for the World
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Investors – Philanthropic Support for SickKids
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Innovative Drug Therapies – Changing Lives
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Growing Community – Developing Connections
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Global Communications – Innovative Technology
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our services
driving ideas into amazing events
Site Selection
Our experience working on global conferences and events of all sizes has given us a wide range of international contacts as well as the practical know-how needed to find the perfect location and venue for you. We carry out an exhaustive and unbiased hotel and resort site search and accompany you on site inspections. We also negotiate contracts on your behalf that deliver value and exceptional benefits and services.
You can choose to include site selection as a stand-alone service, or as part of the entire package of services we provide for your meeting.
Project Management
We start with a needs assessment to determine your specific goals and objectives, and research your organization’s history and current issues, as well as hot topics in your industry. We then create a solid plan that organizes, schedules and delegates tasks – and most importantly – takes as much work off your plate as possible!
We develop a critical path and budget, which are reviewed and updated on a continuous basis to keep your event on-time and on-budget. We also create a special Operations Manual where we incorporate all event elements into one comprehensive document, including room set-ups, food and beverage, audio-visual requirements, run sheets, and supplier information.
Communication is crucial for a successful event, so we keep our partnership strong with both face-to-face meetings and telephone and video conferences to discuss important issues, prioritize action items and determine responsibility and deadlines.
Online Registration Management
We design and build an online registration system that matches your needs and budget. We then manage all your pre-event registration and can also provide an online merchant account and payment gateway if required. Best of all – you do not need to install any software or assign staff to the registration process. We take care of it all!
We capture a variety of attendee information, including session choices, dietary restrictions, sizing for attire giveaways, tours and other off-site activities – and we manage all updates, changes and cancellations. We also respond to all attendee inquiries via email or telephone, and provide you with monthly, weekly or daily registration reports. This cost-effective, paperless registration system is not only good for the environment, it reduces administration costs, eliminates duplications, and ensures accuracy.
Logistics and Venue Management
We take care of all aspects of venue management, including food and beverage, accommodations, meeting room set-up, audio-visual requirements and production, and print collateral and design. Even before your attendees arrive we meet with all partners on-site to ensure all last minute updates have been communicated and we are ready to welcome your attendees. Once your event gets underway, we are there with you on-site making sure everything runs smoothly, your attendees have an enjoyable and productive experience, and you reach your desired goals.
Speaker management
Leave all the speaker details to us. We manage it all – from sourcing the most interesting, relevant and exciting keynote, welcome and guest speakers, to agenda development and post-conference survey feedback. We take responsibility for all speaker communication and management, including deadlines, compensation, registration and accommodation, print materials, room and audio-visual set-ups and session supplies, as well as the collection of speaker bios, abstracts and session information for inclusion in the program guide.
On-site, Elastic coordinates daily room set-ups and flips, session and speaker material placement, and troubleshoots any cancellations that may happen. Additionally, we coordinate the collection of session evaluations and process real-time results.
Sponsor management
Sponsorship – both monetary and in-kind – can be critical to your event’s success. We have extensive experience with event sponsorship and a track history of successfully achieving and exceeding sponsorship targets. We offer suggestions for enhancement of revenue and/or benefits and can identify and recruit new prospects. This includes in-kind sponsorship suppliers that can increase the value of your conference, such as airline, hotel, décor and entertainment providers and many more.
We take the lead on sponsorship solicitation, negotiation and contracting. We are skilled at managing the important relationship between event sponsors and you. As sponsors are contracted, we represent your needs while attending to the needs of each sponsor to ensure their sponsor benefits are fulfilled.
Once on-site, we not only look after the needs of all sponsors, we take the opportunity to ensure sponsors see value in their investment and are eager to support you in the future. It is our role to ensure a positive experience for all sponsors! And following the conference we can coordinate all thank yous and gather sponsor feedback.
Exhibit management
We arrange all exhibit show logistical details, including selecting and managing an exhibition services provider and overseeing exhibit décor, audio-visual services and freight. We set exhibitor policies, manage and process registration, assist in the development of booth layout and assignments, and ensure all exhibitor benefits are fulfilled. Elastic is also responsible for all exhibitor communication concerning logos, advertisements and materials.
On-site, Elastic efficiently manages shipping, freight and set-up of the exhibit area. Post-event, we provide a detailed report on exhibit feedback and recommendations.
Marketing, printed materials and website content
Marketing and promotion is essential to create awareness, boost attendance and generate revenue for your event. Based on our extensive experience, we know what compelling information should be included in your marketing plan – such as location, activities and other critical selling points. We also review your previous marketing efforts and look for opportunities to enhance results.
The sophisticated event website and registration system that we create for you also provides powerful event marketing and communication features, including detailed invitations, response-driven confirmations and email alerts to keep attendees informed before, during and after the event. In addition, we consult on the schedule so that attendance targets are met and your event is positively positioned to stakeholders.
Elastic also manages the design and production of dynamic and exciting event marketing and communications pieces to align with the event theme and objectives. This includes both printed and electronic versions of programs, signage, and any other materials.
green initiatives
To do our part to protect our environment, Elastic includes green practices and sustainability in our everyday responsibilities. This includes producing all minutes and reports electronically, and conducting as many meetings as possible via conference call, or by online VOIP service. The result is green, flexible and user-friendly results in real time that save you money while helping protect our trees and environment. We also actively seek out hotels and venues that have implemented green initiatives and policies.
- We can request lights and electricity be turned off when not in use and ensure recyclable containers are conveniently placed throughout the facility.
- Food and Beverage is one of the largest elements of any conference and can play a significant role in making it a greener event. By choosing menu items and ingredients produced locally within a 100-mile radius, your event will consume 17 times less oil and gas than a typical menu. Additionally, using a water station instead of bottled water is also a great way to stay green.
- Audio-visual components can also contribute to a greener conference. Electronic signage vs. foam core printed signage reduces solid waste.
- Carbonzero is a Canadian carbon offsets company that helps consumers and businesses neutralize their carbon footprint through clean energy projects that prevent greenhouse gas emissions. Using the Carbon Emissions Calculator, events can calculate the overall total of greenhouse gas emissions used for an entire event or specific element. Credits can be purchased to then neutralize the footprint of the event. The largest carbon generator of any event is transportation of attendees – both air and ground.
- Elastic is diligent when conducting daily tasks on-site during the conference. We reduce, reuse and recycle wherever possible. Some examples include reusing on-site materials [i.e. envelopes, boxes, signs and paper, etc.], distributing conference materials electronically or via an mobile app, and providing reusable conference bags for delegates.