Conference and event planning for mission-driven organizations of all kinds

From AGMs to summits, we provide full-service planning and production support for associations, think tanks, research institutes, NGOs, and all types of purpose-driven organizations.

You’re already managing a lot — we’re here to lighten the load.

At ASA Live, we work directly with staff teams from associations, institutes, NGOs, and networks to support the events you’re already leading — from AGMs and summits to policy consultations and multi-day conferences in Ottawa and across Canada.

Whether it’s site selection and hotel negotiations, vendor coordination, registration, or onsite execution, we step in where you need us most and make the process easier from start to finish.

We don’t take over. We collaborate with your team to bring your event to life — with less pressure, more clarity, and the support you didn’t know you needed.

Get our free association event planning checklist.

Planning an event? Here’s a tool to help.

Whether you’re managing a multi-day conference or an upcoming think tank, it helps to have a roadmap. We’ve created a free association event planning checklist that includes:

  • Key milestones and planning timelines

  • What to double-check with venues

  • Guest experience details often overlooked

  • A few reminders from years of lived event experience

It’s made for people like you — smart, capable association staff who are balancing planning with everything else on your desk.

Black spiral notebook with the word 'PLAN:' written in blue, a white pen placed vertically next to it on a bright yellow background.

We don’t take over. We back you up.

You’re already handling a lot — member communications, shifting budgets, internal approvals, and the day-to-day demands of your role. Adding a major event to your plate can stretch your team thin and pull focus from other priorities. That’s where we come in.

ASA Live works alongside you to keep things moving, without ever sidelining your voice or control. We support your planning process, your timelines, and your internal team — bringing experience, structure, and practical execution wherever it’s needed.

Whether you need help building a detailed timeline, managing communications with your venue, or leading the onsite coordination, we’re here to make planning more manageable and your event more successful.

What we handle

  • Black and white illustration of a lightbulb with a gear inside, symbolizing ideas and innovation.

    Site selection & venue coordination

    From site selection to BEOs and floorplans, we handle the venue side so you don’t have to translate hotel-speak.

  • A black and white drawing of a person climbing a ladder to reach a star in the sky, with a moon and clouds in the background.

    Conference planning & timeline development

    Clear milestones, customized for your team’s pace and structure.

  • We’ll liaise with in-house or third-party AV, and manage your run-of-show.

    AV & production logistics

    We coordinate trusted partners to deliver a seamless, show-ready experience.

  • Black and white image of a person riding a bike on a road.

    Speaker & program management

    Confirmations, tech checks, schedules, bios, and onsite support.

  • A blank rectangular chalkboard hanging from a string

    Signage, branding & printed materials

    From wayfinding to welcome kits, we keep it polished and professional.

  • Drawing of a person sitting at a desk with a laptop, coffee cup, and notes, working in a home office.

    Guest communications & registration tools

    Fast, smooth, and branded — guests walk in and say “Wow, this is organized.”

  • Outline icon of a group of people, representing teamwork or community.

    Onsite staffing & day-of coordination

    People love working with us. Our team brings calm, kindness, and focus — the kind of energy you want in the room when it matters most.

  • Black silhouette of a wine glass with a long stem, filled with wine, placed next to a bottle of wine, on a plain background.

    Post-event wrap-up & reporting

    We handle debriefs, vendor closeouts, and feedback surveys, so you can move forward.

Why ASA Live?

We’re trusted by associations, networks, and organizations across Canada — from national research initiatives to cultural councils and international delegations. We understand internal processes, board expectations, and the kind of support teams like yours actually need.

We’ve supported events for

  • The Network Environments for Indigenous Health Research National Coordinating Centre

  • Genome Canada logo with a stylized DNA double helix in red and blue and the text 'Genome Canada'.

    Genome Canada

  • McMaster University logo with text and a crest featuring a lion, book, and maple leaves.

    McMaster University

  • University of Saskatchewan logo with a shield featuring a stylized tree, an open book, and wheat, alongside the university name in black text.

    University of Saskatchewan

  • Logo with a circle of maple leaves surrounding a smaller star-shaped maple leaf, and the text 'NCC CCN' to the right.

    National Capital Commission

  • Flag of the European Union with a blue background, yellow stars arranged in a circle.

    Delegation of the European Union to Canada

  • UL Standards & Engagement logo with green text and symbol.

    UL Standards & Engagement

  • Text graphic with the phrase "Fierté dans la Capitale pride" and an illustration of a clock tower in the center.

    Capital Pride

  • Emblem of the Royal Thai Embassy in Ottawa, featuring a golden Garuda on a red and blue background with Thai and English text.

    Royal Thai Embassy

  • Logo of Qatar State of Qatar and the FIFA World Cup Qatar 2022 logo side by side.

    The Embassy of the State of Qatar

  • Logo of the Build Decarbonization Alliance, featuring overlapping triangles in yellow, dark blue, and light blue, with the organization's name in English and French.

    Building Decarbonization Alliance

Our Partners

  • Tourisme Ottawa logo with a red symbol and the word "TOURISME" above and below "OTTAWA" in bold red letters.

    Ottawa Tourism

  • Optimal Show Experience Logo

    Optimal Show Experience

  • Marriott Bonvoy logo with black text on a white background.

    Marriott Bonvoy

  • Fairmont Hotels & Resorts Logo.

    Fairmont Hotels & Resorts

  • Accor Hotels logo with a stylized bird above the text

    Accor Hotels

  • National Arts Centre

  • Rogers Centre logo with a plus sign inside a red hexagon and the word 'Centre' in red next to it.

    Rogers Centre

  • Hilton logo on a black background

    Hilton Hotels & Resorts

  • Hyatt hotel logo with the name 'Hyatt' in blue capital letters and a curved line underneath.

    Hyatt Hotels & Resorts

  • Logo for Ottawa Print Services, a division of SINIX Media Group, featuring colorful and black graphic design elements.

    Ottawa Print Services

  • The Encore logo with a multicolored diamond shape and the word 'encore' in navy blue text.

    Encore Canada

Let’s make your next event easier

If you’re planning something or just want to talk through options, we’d be happy to connect. We’ll share what’s worked for other associations and see if we’re the right fit for what you’re working on.

Start with the free checklist, or get in touch directly.