Conference Services

Registration Services

A major concern for any conference planner is registration. Registration represents a direct commitment of time and money from your audience to participate in your event. We can provide the following registration services:

• Registration planning and management (includes acting as a customer service friendly informational resource for all types of questions from your potential attendees)

• Set-up registration database
• Accept registrations via mail or fax
• Accept on-line Internet web registrations with payment
• Process fees by check, credit card (Visa or MasterCard) or purchase order
• Deposit registration fees
• Issue refunds and credits
• Transfer, substitute and cancel participants
• Track special requirements like food allergies or other needs
• Provide specialized ticketing for events
• Provide customized email confirmations
• Provide customized mailed confirmations
• Mail parking permits if requested for campus events
• Mail maps with confirmations
• Produce name tags and rosters
• Collect fees and manage all account receivables
• Provide regular up-to date attendance reports emailed to the event coordinator
• Create program certificates
• Track fees by event and subevent
• Provide event and subevent counts
• Provide final revenue report
• Provide custom reports based on event coordinator specifications
• Provide final registration data in export format
• Provide coordinator with appropriate registration materials if on-site registration service is not required. Includes check-in roster, supplies, cash box, walk-in registration forms, and receipts

If on-site registration services are needed, our staff will professionally handle:

• Transporting all event materials to facility

• Check set-up at facility
• Set-up registration area
• Post signage
• Review/train volunteers on registration procedures
• Assist exhibitors, display, or poster session participants with set up
• Assist speakers with any last minute concerns
• Welcome attendees, speakers, exhibitors, etc. and act as an informational resource area
• Handle processing on-site registrations
• Accept payments by cash, check, credit cards (Visa or MasterCard) and purchase order number
• Provide receipts
• Provide computerized name badge production
• Distribute handouts, folders, binders or other materials
• Facilitate tours

Event Planning

• Help you plan a new event and establish a timeline to organize all the details

• Determine location and date
• Prepare an event budget and help determine the registration fee

Facility Management

Our professional staff can make recommendations as to a facility that meets your event needs. We can easily take care of the myriad of details that go into contracting and working with a facility to make sure your event is how you pictured it. We will:

• Evaluate potential event sites

• Reserve meeting rooms
• Negotiate and contract with facility in accordance with University policies
• Plan menus
• Make catering arrangements
• Reserve audio-visual equipment
• Check and confirm all BEOs and set-up details
• Make final catering guarantees
• Make parking arrangements if using a University facility

Promotion and Marketing Services

We can design the appropriate promotional brochures and press releases to tell your audience what is being offered and how they can benefit from it. Our marketing services include the following:

• Design pre-event notices

• Coordinate mailing of pre-event notices
• Brochure design
• Coordinate printing of brochure
• Coordinate mailing of brochure
• Design or prepare advertisements
• Place paid advertisement in publications
• Draft press releases
• Distribute press releases
• Host and design web pages
• Purchase conference gifts

Financial Management

Financial management is another way that we can assist you in achieving a successful program. Let us help guide you through the university fiscal policies for conferences and other events. Some of the financial services include:

• Manage all income and expenses

• Manage and contract all event-related services with vendors in accordance with University policies and procedures
• Handle all event-related accounts payable from event income account in accordance with University policies and procedures
• Provide a detailed accounting report at the conclusion of the event

Special Needs

We can also help plan all of the special needs for your event including things like tours and entertainment. We can:

• Secure speakers or entertainers

• Negotiate and contract for services according to University policies and procedures
• Book tour or field trip
• Arrange transportation

We also have experience organizing exhibits, displays and poster sessions.

We also offer material handling services for your event. Some of the details that we can take care of for you include:

• Designing abstracts or proceedings books

• Coordinate the printing of abstracts or proceedings books
• Reproduce speaker handouts
• Assemble course handouts, folders, binders, etc.
• Design evaluation forms
• Tabulate evaluation forms
• Design signage

We can also help confirm speakers, request their audio-visual needs, biographies and handouts, make their travel arrangements and follow-up with thank you letters. If needed, we can also process travel reimbursements or honorarium payments for your speakers.

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