International Association for College Admission Counseling 2019

Conference Case Study

Welcoming 1,600 Admission Counselors

In July 2019, we welcomed admission counselors from over 90 countries to the Western campus. Over their five days here, our guests enjoyed Western hospitality at its finest—from expansive exhibit fairs to barbecue dinners under the stars, and beyond.

Spaces That Work Hard

With information sessions and presentations all happening concurrently, our team worked hard to provide the perfect home for each event—even transforming a venue throughout the day from an exhibit hall to a dodgeball court. Whether a session demanded custom AV or a dance floor for 1,000 people, we had the perfect venue on campus.

Booths set up in Thompson Arean WRSC
Food trucks on UC Hill

Dinner & Dancing Under the Stars

Our receptions didn’t feature normal conference fare—our team provided themed dinners held under the stars. With a tent set up on our iconic hill, guests enjoyed both an Indigenous themed dinner and Canadian BBQ, along with live music and local food trucks.

A Home Away from Home

For a five day conference, comfort is essential. Over 800 guests stayed in three of our residences on campus, enjoying short distances to their conference events, and breakfast each morning. But our off-campus guests were not forgotten—we provided shuttle service to-and-from hotels across London each day.

Lounge and study space

By the Numbers

5 Day Event
1,600 Registered Attendees
3 Days of Registration
16 Buildings Used
3,200 Boxed Lunches
2,484 Breakfasts Provided
300 Tables at Exhibit Hall
3,200 Dinners Served

Going Beyond the Boardroom

The best conferences give you a space to think differently, learn something new, and meet someone you didn’t expect. Though we know that the conferences you truly remember add a little something extra.

With an international community visiting our campus, we wanted to provide each of them with a Canadian experience they wouldn’t soon forget.

On the very first day of the conference, delegates were treated to an opening ceremony featuring Western Cheerleaders, followed by a one-of-a-kind reception at Thompson Arena. This reception included a variety of Canadian themed food stations (yes, there was poutine), multiple bars, ice skating, virtual reality, hockey, and curling—all set to a soundtrack by a DJ.

After conference sessions ended over the following two days, everyone came together for a dinner outside on our iconic UC Hill. The first dinner celebrated the Indigenous culture of our community, with a special menu planned in partnership with an Indigenous catering team.

For the second and final dinner, we threw our best Canadian Barbecue. Guests could be found dancing to live local music, playing yard games, and enjoying something sweet from food trucks who joined the party.

To cap it all off, guests were dazzled by a light show projected on our UC Tower, providing a lasting vision of Western, and Canada.