Conference support plans
The Federation offers two plans for member associations in good standing to choose from, designed to offer flexibility and support. Associations can access these services between November 1, 2025, and June 30, 2026, for events scheduled in the spring of 2026.
Both plans include a Fourwaves license, giving associations access to a conference management tool that helps researchers and event organizers host in-person, hybrid, or virtual events. You can also select optional add-ons to complement chosen plans.
If your association is looking for support beyond what is listed, please contact us at membership@federationhss.ca. We may be able to provide additional assistance.
Offerings | Basic Support Plan | Support Plan Plus | Add on: Logistics | Add on: Zoom |
|---|---|---|---|---|
| Fourwaves license: | ||||
| Registration & payments* | ✅ | ✅ | ||
| Abstract management & peer reviews | ✅ | ✅ | ||
| Event website/platform and conference program | ✅ | ✅ | ||
| Onboarding and ongoing support | ✅ | ✅ | ||
| Federation-led event planning clinics (2) | ✅ | ✅ | ||
| Federation-led EDID workshops (2) | ✅ | ✅ | ||
| Marketing/conference promotion support | ✅ | |||
| Entry in media relations program | ✅ | |||
| EDID support | ✅ | |||
| Preferred rates for accessibility services (CC, ASL, LSQ, RSI) | ✅ | |||
| General logistic support/advice | ✅ | |||
| Conference coordinator | ✅ |
| ||
| Zoom license |
| ✅ | ||
| Price: | Between $337.50 and $5,350 (see more here)** | Basic Support Plan + a maximum of $42 per attendee registered to your event | Minimum 7 hours at 38$ per hour | TBD |
*Transaction fees may apply
**Fourwaves costs as low as $337.50 (compared to the market price of $4,499)
Services in depth
Fourwaves is an all-in-one conference management tool that streamlines every stage of organizing academic events, from abstract submissions and peer reviews to registration and building a custom event website. It saves time, reduces administrative stress, helps you deliver a polished experience for participants.
Through the Federation, you can access the platform at a substantial discount compared to the commercial price.
When selecting a support plan, you will be asked to choose a package based on the number of submissions anticipated. Packages are priced accordingly, with a service charge due at enrollment. If your submissions exceed your package allocation, an additional charges of $1.00 pervsubmission will apply. Review the full package and pricing table
Fourwaves makes it easier to collaborate, stay organized, and communicate with members by streamlining tasks that often take the most time:
- Registration & payments: Collect registrations and process online event payments Abstract management & peer reviews: Collect and organize abstract submissions, and manage peer reviews with ease
- Event website and conference program: Create a modern, mobile-friendly site, build and publish your event program, and embedded video for hybrid or virtual sessions
- Virtual poster sessions: Host engaging virtual poster presentations
Onboarding and ongoing support
Associations using Fourwaves benefit from:
- A one-on-one onboarding meeting with a Fourwaves developer
- Unlimited support with the Fourwaves team via e-mail and live chat
- One check-in for each call-for-papers or event published
- Access to a bilingual knowledge base
Federation-led event planning clinics
Two clinics (two hours each) hosted by our logistics team, where you can drop in, ask questions, and problem-solve with experts who bring extensive experience from events across Canada and internationally.
Federation-led EDID workshops
Two workshops (1.5 hours each) focused on integrating equity, diversity, inclusion, and decolonisation at your events.
Marketing/conference promotion support
Your event will be promoted on the Federation’s website, social media, promotional emails, and Communiqué newsletter (reaching over 30,000 subscribers with 60% open rate).
Entry in media relations program
Researchers and attendees from your event can put their work forward to be spotlighted through the program. Those selected will collaborate with the Federation’s team and our media partner to shape their research into a story that captures attention beyond academic circles, while gaining hands-on support for media interviews.
Up to five hours of dedicated, ongoing EDID support per association for Indigenous Protocols, accessibility, and inclusion guidance.
Our team will book services for live captioning, sign language interpretation (ASL and LSQ), and remote simultaneous interpretation (English, French, Spanish, etc.) for your event. Association’s using the Federation’s service benefit from reduced fees, and services are available to use for events between October 1, 2025, and June 30, 2026.
Up to 1.5 hours of dedicated monthly support for your association for planning and logistics guidance, available by email (organizers@federationhss.ca) or one-on-one meeting.
Conference coordinator
A member of our logistics team works directly with you on event planning and logistics (minimum 7 hours; not available for on site). Required hours are assessed in consultation with each association.
Zoom license
Rent a Pro Zoom license (meeting or webinar) with IT support provided 15 minutes before and during each session (30 minutes total). Ongoing, on-call IT support during your sessions is also available.
Pricing for optional ad-ons may vary depending on association needs and overall demand. Associations must indicate their interest and expected needs by March 31.