Full Service Event
The difference in making an event truly successful is found in the details…
Let the Office of Conferences and Institutes handle those details for you. No matter how big or small your next event is, we are here to help. We plan every aspect from start to finish, letting you focus on the educational content.
With our volume buying power, expert negotiation skills, strong industry relationships, and collective expertise, the savings we pass on to our clients, more than often pays for our services.
Listed below are some of the many areas that our full service conference coordinators would handle on your behalf. Call our office today to start the planning process and find out what a difference those details make. |
Meeting Logistics & Negotiations
- Site Selection
- Hotel Negotiations
- Guest Room Blocks
- Meeting Space
- Food and Beverage
- Other Special Services as required
Audio Visual Operations
- Coordination of Speaker Presentations
- Scheduling, Ordering, and On-Site Operation
of A/V Equipment
Printing and Graphics
- Design and Production of Printed Material
* Brochures
* Agendas
* Proceedings
* Abstract Books
* Registration Cards
* Conference Letterhead
* Signage
- Custom designed logo
- Customized Materials such as name badges,
certificates, T-shirts, etc
Promotion and Publicity
- Preparation and Dissemination of
Announcements
- Development of an Exclusive Conference
Website
Abstract Submission Management
- Online Abstract Submission
- Up-to-date Reports on Submission Statuses
- Tracking of Oral and Poster Presenter
Information
- Session Organization
Registration Processing & Management
- Convenient and Secure online registration
- Issue Registration Receipt and Confirmation
- Database of Registrants
- Name Tags
- Registration Packets
- Tracking of field trip, special needs, meal
requirements, etc |
Budgeting
- Accurate budgeting of income & expenses
- Full budget report at conclusion of conference
Accounting Services
- In-House accounting
- Detailed revenue and expense tracking
- Budget reconciliation
- Cooperative Agreement and sponsorship
collection
Go Green
- Green hotel and meeting space selection
- Green vendor selection
- Eco-friendly materials
- Promotion of green practices during event
Travel & Transportation
- Speaker travel arrangements
- Field Trips
- Charter Buses
- Airline and Hotel Reservations
- Rental Cars
- Reimbursement information
- Other Services as Needed
Record Maintenance
- detailed record keeping for repeat
conferences
On-Site Conference Coordination
- On-Site Coordinator to manage conference
details
- On-site registration
- On-site AV support |
