RFP: Event Management Services: Canadian Mechanical & Plumbing Exposition 2022

Heating, Refrigeration and Air Conditioning Institute of Canada (HRAI) is a non-profit national trade association of manufacturers, wholesalers and contractors in Canadian heating, ventilation, air conditioning and refrigeration (HVACR) industries.

HRAI advocates a safe, responsible and fair industry where indoor environment systems and refrigeration processes are designed, installed and serviced by qualified professionals in order to ensure efficient and energy-conscious operation.

The association’s activities are directly related to the needs and requests of its membership and include education and training programs, industry meetings, up-to-date industry information, technical support, government and industry advocacy, statistics and trends, and a biennial national trade show.

Canadian Mechanical & Plumbing Exposition (CMPX) is one of North America’s largest trade shows for the mechanical industry. CMPX has been jointly produced by HRAI and show partner Canadian Institute of Plumbing and Heating (CIPH) since 1972.

Event Details
Event Name: CMPX 2022
Host Organization: HRAI
Location: Metro Toronto Convention Centre
Date: March 2022
Number of Exhibitors Attending: 500+ Exhibitors
Number of Professionals Attending: approximately 15k

The purpose of this Request for Proposal (RFP) process is to invite event management vendors to submit their proposals to manage CMPX 2022.


Exhibitor Services Executive, GTA - GES

Company Profile

As Canada’s leading General Services Contractor, providing products and services to conventions and trade shows across the country, GES CANADA is committed to service excellence and the highest standards attainable.

Job Summary

The Exhibitor Services Executive role’s primary responsibility will be to provide customer and sales support for Exhibitors in trade shows (i.e. home shows, manufacturing), association conventions (i.e. dental, hospital) and events. This role is responsible for coordination, organization and marketing support of these types of events, and as such they will act as the exhibitor on-site coordinator and contact for GES with a focus on the external show exhibitors and their requirements to order graphics, carpet, furniture, plants, booths, shipping and custom show rentals. This individual will perform a range of administrative, customer service and sales functions to support both internal and external clients.


  • Proactive contact of exhibitors via phone and email to pre-order our products
  • Assists in the area of order entry, invoicing, payment processing, and problem solving at show site
  • Assist vendors with online ordering
  • Coordinate deliverables for each show with attending staff and vendors
  • Manage and maintain PO process ensuring invoices are collected and paid in a timely manner
  • Balance show budget vs actuals
  • Coordinate and execute marketing communication/ strategy with exhibitors
  • Active participation in show related meetings
  • Complete pre and post show analysis activities with vendors; post-event surveys
  • Various project-management as needed


  • College Diploma or University Degree preferred
  • Excellent command of the English language with high level of professionalism.  Fluency in French is an asset, but not mandatory
  • Effective presentation and organizational skills, MS Office savvy
  • A self-motivated individual who takes initiative, has ability to multi-task, and prioritize
  • Strong customer service skills required to provide first class face-to-face service and problem resolution at show site
  • General appreciation of accounting/finance in order to manage shows vs. budgets
  • Must be available to work nights, weekends and for extended periods at show site and have ability to interact with union labour
  • The ability to travel to facilities located across the GTA
  • Two years of tradeshow production or similar experience combined with sales and customer service experience, an asset

Interested candidates please submit a resume via email to

Only candidates selected for an interview will be contacted.  We thank all applicants for their submissions.

GES is an equal opportunity employer and welcomes applications from all qualified individuals.  If you have accommodation needs at this stage of the recruitment process, please advise us as soon as possible by email or by calling 905-283-0567.

Specialist, Sales and Sponsorship - HRPA

HRPA is the professional regulatory body for Human Resources Professionals in Ontario. Within HRPA, The Annual Conference Department, supports the procurement, promotion, administration and evaluation of the Associations Annual Conference. The Annual Conference team is a collaborative work environment with a cohesive team offering great learning opportunities. HRPA is also happy to offer a flexible Work Program.

Job Purpose:

Under the direction of the Director Events and Sponsorships, the Specialist, Sales and Sponsorships contributes to the financial success of the Association through developing new business and commercial partnerships that generates revenue for the Association’s flagship event.  Supports the procurement, promotion, administration and evaluation of the Association’s Annual Conference.  This encompasses executing successful sales strategies and initiatives, developing and maintaining long standing sponsor, exhibitor and supplier relationships, and attracting them to HRPA events especially the signature Annual HRPA Conference.

Primary Responsibilities: 

Sales relations and Marketing

  • Develop new business and commercial revenue growth for the Association’s Annual Conference
  • Identifies, evaluates and qualifies potential sponsors and exhibitors to provide financial support for all programs
  • Develops and sustains long-term prospect relationships and key customer contacts
  • Managing and executing the entire sponsorship and exhibitor proposal process, developing, monitoring and drafting business proposals, entitlements packages for current and prospective vendors. Assisting in the planning and delivery of the association’s annual conference marketing strategy, by providing quality assurance for content, consistency, and company’s brand image of all formal communication to ensure HRPA brand consistency, protection and messaging. Support the Association’s Annual Conference brand positioning and development in all forms of communications internally and externally.
  • Carries out strategies related to sponsorship and trade show sales for various HRPA offerings including: Annual Conference, Professional Development programs and Events. This includes:
    • Maintaining existing client relationships while identifying and selling to potential exhibitors, partners, corporations in the target market;
    • Leading best practices in sales funnel and technology adoption and usage through available technologies such as: CRM, Exhibit software, Event, attendee, Surveys software, and client databases.
    • Conducting needs assessment for developing a marketing (sales) package unique to them and create contract-winning proposals for current and prospective clients;
    • Executing social media strategies such as @HRPAAC Instagram account for gathering new business, monitoring revenue targets trends and attracting new attendees;
    • Managing associated websites, creating and troubleshooting for sponsors and exhibitors for annual conference trade show (E.g. content, booth selections, floor plan).
    • Overseeing annual conference website through WordPress
  • Maintains relevant database of all prospects, exhibitors, sponsors with up to date contact details, and tracks all conversations both verbal and email utilizing system.
  • Liaises, maintains mutually successful relationships with current and past sponsors, exhibitors, and trade show suppliers; while ensuring excellent service are provided to HRPA clients
  • Works closely with HRPA marketing and communications department to produce trade show marketing materials;
  • Facilitates all communications /marketing collateral with exhibitors, including exhibitor newsletters and all customer service;
  • Responsible for all A/R for exhibitors and sponsors
  • Responsible for weekly collection status reports for exhibitors and sponsors beginning in October
  • Attending conferences, trade shows, networking events to meet and attract new business
  • Meet face to face with prospects, and current clients for negotiating and closing deals
  • Works closely with Director, Events and Sponsorships to define Annual Conference objectives, schedule, required resources, and measures of success
  • Work with internal teams on development of effective event promotion strategies that include inbound and outbound marketing communications, tactics, including social media
  • Document and continuously improve all event related processes
  • Working with Director to take the lead in identifying quality potential sponsors to provide support for all programs

Annual Conference Fulfillment

  • On-site sponsorship fulfillment, (ensure all contracted entitlements for sponsors are delivered on-time and as agreed upon) at annual conference and at all sponsored internal Association events;
  • Flexible and adaptable to rapidly changing environment
  • Ability to understand and compile data accurately
  • Strong multi -tasking skills required
  • Strong organizational skills required
  • Ability to work on complex issues requiring evaluation of intangible and varying factors
  • Excellent influence and client management skills
  • Strong analytical capabilities
  • Effective leadership skills
  • Ability to strategically develop and execute effective sales and marketing plans and their elements


  • Acts as a subject matter expert for other HRPA internal events and is an advisor for sponsorship of Chapter events, successfully matching prospects and sponsors to events best suited to their needs (E.g. webinars, lunch and learn, PD in the Park, Chapter Events and other special events.

Qualification & Skills: 

Typical Years and Types of Experience required:

  • Minimum five years’ experience in trade show sponsorship sales and general events experience.
  • Demonstrated ability in innovative and strategic business development and sales
  • Previous sales experience and A/R collections required.

Education, certification, designations required:

  • College or University degree in event management or business-related program;
  • CEM designation preferred


  • High proficiency and aptitude in Microsoft Office; MS Word; MS Excel; MS PowerPoint; MS Outlook; Expocad, CRM, Qualtrics, A2Z Flooring, Aventri, WordPress
  • Strong proficiency and aptitude In Conference App applications
  • Proficient in working with social media: such as Instagram, LinkedIn; Facebook; twitter and hoot suite
  • Excellent problem-solving analytical abilities
  • Excellent written and oral communication
  • Excellent customer service skills
  • Strong attention to detail and high standard of work is required
  • Flexible and adaptable to rapidly changing environment
  • Ability to understand and compile data accurately
  • Strong multi -tasking skills required
  • Strong organizational skills required
  • Ability to work on complex issues requiring evaluation of intangible and varying factors
  • Excellent influence and client management skills
  • Strong analytical capabilities
  • Effective leadership skills
  • Ability to strategically develop and execute effective sales and marketing plans and their elements

Level of Responsibility & Decision: 

  • Exercises considerable discretion to source, pursue and land sponsorship opportunities
  • Operates within defined set of parameters with regards to nature of sponsorship arrangement, with deviations brought forward to VP for approval

Key Relationships: 

  • Sponsors, Trade Show Vendors – Sales, planning, contract negotiations
  • Chapter Volunteers – Advisory role to Chapters for sponsorship and exhibit platforms.
  • Annual Conference Programs Committee – Admin support role and management of speaker submission site
  • Internal Clients (PD) – Advisory role to internal Association events for sponsorship and exhibit platforms.
  • Internal Partners (Finance, IT, Communications, Marketing and Business Development) – Collaborate on business development and sales activity and collaborate on event planning, promotion, execution, evaluation and reconciliation activity

Financial Impact:

  • Job Specific: Responsible for generating revenue for the association through sponsorship and trade show sales. Manages relationship with sponsors and trade show vendors, including financial reconciliations.

Interested candidates may email with their cover letter and resume, using the following subject line, Sales and Sponsorship.

Please click here for more information.