CFAS 2026 in Calgary: 600 Delegates and Boots & Bollywood
Overview Client:
Client: Canadian Fertility and Andrology Society (CFAS)
Date: September 2026
Venue: BMO Centre and The Big Four Roadhouse, Calgary, AB
Event Type: Medical Conference and Gala Dinner
Event: CFAS 72nd Annual Meeting
Duration: 4 days
Total Guests: 600 medical professionals, with 250 at the President’s Dinner
Seventy-Two Years and Counting
Some conferences are a fixture on the calendar. For Canada’s fertility and andrology community, the CFAS Annual Meeting is one of them. It’s where research gets shared, colleagues reconnect, and the year’s work is celebrated.
The 72nd edition came to Calgary’s BMO Centre, bringing together 600 physicians, scientists and clinicians from across the country. Over four days, we handled the details that keep a conference running smoothly, from the exhibit hall to the catering to the technical production. Then, on one special night, we helped everyone set the science aside and celebrate.
What We Delivered
Exhibit hall floorplan management
Conference catering coordination and management
Planning and execution of the sponsor cocktail receptions
All on-site technical and audiovisual needs
President’s Dinner concept development, creative design, catering and production
Local vendor coordination and management
Detailed budget management
On-site event execution and coordination across all four days
Inside the Conference
Exhibit Hall and Poster Sessions
We managed the exhibit hall floorplan with two audiences in mind: sponsors who needed real visibility, and delegates who needed to move easily between booths and digital poster presentations. In a busy hall, the layout decides whether people stop for a conversation or walk straight past. We planned the flow so sponsor spaces stayed visible and the poster areas had room for discussion. The hall had to work just as well on day four as it did on day one.
Sponsor Cocktail Receptions
Each evening reception was hosted by one of the conference’s champion sponsors, with its own branding and award presentations. We planned and ran each one so the sponsor’s moment felt like its own. At the same time, the evenings needed to feel connected, with consistent service, timing and hospitality from one night to the next. They gave delegates a relaxed setting to connect after full days of sessions.
Catering and Technical Production
Feeding 600 delegates over four days means planning meals around a packed program, not the other way around. We coordinated catering with the venue so breaks and meals stayed on schedule. We also managed all on-site technical needs, so every presentation, panel and award moment went as planned. Our team was on site for the entire conference and could respond to anything that came up in real time.
Boots & Bollywood: The President’s Dinner
The President’s Dinner is the one night of the conference that’s all about celebration. This year, it honoured CFAS President Dr. Prati Sharma. We wanted the evening to feel personal to her, so we built the theme around two things: Calgary, the host city, and Dr. Sharma’s Indian roots. That’s how Boots & Bollywood was born.
We held the dinner at The Big Four Roadhouse, right next to the BMO Centre, and welcomed 250 guests. The roadhouse’s Western character met bold, colourful draped fabric, string lights and high-top tables, bringing the two sides of the theme together in one room. We handled every part of it, from concept and creative design to catering and production on the night.
It’s not every day a room full of fertility specialists gets to celebrate Calgary and Bollywood in the same evening. It was an amazing night, fun and intimate.
The Best Year Yet
After the conference, CFAS sent out its guest survey, and the reviews were outstanding. Some attendees said it was the best year yet.
For a meeting in its 72nd year, with delegates who have attended many past editions, that’s the feedback that matters most to us.
Planning a conference or gala dinner? Browse our case studies to see more of our work.
About TEA
The Event Agency is a full-service event planning and production company delivering extraordinary corporate and private events with strategic precision. From brand activations and experiential marketing to annual company meetings and bespoke corporate experiences, TEA combines creativity, business acumen, and meticulous attention to detail to surpass client expectations every time.
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