our approach
we’re boutique and unique
Creating engaging virtual & hybrid events – We’re ready for the new norm!
We are passionate believers in the power of face-to-face connections and look forward to safely meeting in person. We are honoured to be part of an industry that has shown such resilience as the world of meetings and events change. Our team is continuously strengthening and growing our skill set to better meet the demands of the new normal. We are up to date with virtual event trends and best practices for virtual and hybrid events. Until we can meet again in person, we are here to offer our expertise in transforming your visions into virtual and hybrid meetings.
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.
We are pros at stretching everything from budgets to imaginations.™
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.
Our approach is founded on five key pillars.
High Performing Team
The Elastic team is Effective, Logistical, Accountable, Strategic, Technical, Imaginative and Cross-Functional. We have strongly complimentary skill sets, and we combine to form an amazing team which can fulfill every need your program might have.
Shared Success
We believe in shared success with our clients. We strive to understand and appreciate your organizational culture. This allows us to be highly collaborative, working with you to create aligned common goals for every program. We focus on long-term success, holding joint retrospectives for improvement along the way.
Partnerships
We believe in the power of long-term relationships, and we have established and built strategic relationships with supplier partners across the event industry. We are very proud of the excellent reputation we enjoy with our supplier partners. Through these partnerships, we are able to combine a global footprint with strong buying power.
Industry Leadership
We take a leadership position within our industry. Through volunteering with industry associations [such as MPI, CansPEP, PCMA and CSA], we play a key role in elevating our profession through cross-industry leadership. We regularly attend continuing educations programs to ensure we have up-to-date knowledge about industry trends, tools and techniques. Finally, familiarization trips ensure we always have the broadest and most in-depth knowledge about the destinations we recommend.
Online Tools
We are experts at all of the online tools and applications needed to plan and manage events – including Productivity and Communication Tools, Mobile Event Applications, Registration Systems and Website CMSes.
our services
driving ideas into amazing events
Supplier Management
We take responsibility on your behalf for all supplier management elements, including: the evaluation process, sourcing and negotiating, on-going supplier liaison, and adherence to minimum standards, schedule and budget. Examples of suppliers we commonly work with are:
- Hotels and venues
- Audio visual
- Exhibit décor
- SWAG
- Décor and entertainment
- Print and collateral
- Transportation and Security
Logistics
Outside of the onsite logistics, we also provide ongoing logistics support for the full duration of your event planning and execution. This includes
- Creation of a proprietary Operations Manual, a resume of daily functions from set up to tear down
- Speaker logistics, including tracking their content, registration and travel.
- Sponsor Solicitation and Fulfilment
- Status Meetings
Hotel Management
We will manage all aspects of your hotel experience, working with you to find the best venue for your unique needs. We can take care of just one aspect (e.g. just sourcing), or the whole journey, including:
- Site sourcing and selection
- Contract negotiations
- Conference service management
- Food and beverage selections
- Accommodations
- Designing meeting setups
Event Strategy
At the core of our service offering, we partner with you to design, create and execute on a guaranteed event strategy.
- Defining measurable goals and objectives
- Creating a Critical Path for the event
- Ongoing facilitation of Strategic Meetings
- End-to-end design of the overall event
- Holding post event retrospectives
Budget Management
We provide a full budget management service, ensuring you can plan and manage the costs for your event. We help you create, review and approve a budget for your event, and take responsibility for tracking and reconciling all income and expenses.
- Budget Conception
- Revenue & Expense Tracking
- Budget Reconciliation
- Assist in measuring ROI
Onsite Management
We ensure everything that happens on site operates flawlessly. From registration and rehearsals to catering and audio visual presentations, our team of dedicated professionals provides 24-hour effective and efficient on-site support . We provide logistical support and are continually anticipating and troubleshooting any challenges which may arise before or during the event. We take care of:
- 24/7 onsite support
- Pre-conference preparation meetings
- Registration and hospitality desk
- Technical rehearsals
- Catering management
- Support for speakers, room setups etc
- Load-in and setup
- Teardown and Load-Out
Online Management
We work with a variety of conference and event online tools, applications and software to source both ‘off-the-shelf’ and ‘fully developed from scratch’ products. We work with you to determine your goals and objectives, and build the best solution to accommodate the demands of your event – while keeping it on budget. We are experts in:
- Event websites
- Registration systems
- Mobile event applications
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.
our work
we specialize in conferences, meetings and special events of all sizes and budgets, in person & virtual
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