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Services

ServiceDescription
Conference Registration Services

The Registration Only service package is designed for groups requiring full registration management and financial administration
 

 Coordination 
• Serve a single contact for all registration management and financial administration services

Registration Management 
• Create and host customized registration website
• Provide advanced registration services via web, mail, fax and telephone
• Accept conference registration payments via credit card*, check, departmental internal order, bank transfer or money order
• Send confirmation packet to registered participants including, as appropriate, maps, hotel list, shuttle information, receipt of payment/balance due, and confirmation letter with instructions for on-site registration/check-in
• Provide sponsor with standardized registration reports, including participant information, event counts, revenue summaries and ADA information
• Provide each registered participant with a name badge in plastic holder, portfolio, note paper and pen
• Print certificates, event tickets and mailing labels (printing costs not included)
• Provide on-site registration services-one staff hour per 25 registrants as contracted
• Provide parking permits at check-in (on-campus only)

The All-Inclusive Conference Services

The All-Inclusive Service Package (with housing) is designed to free you from many logistical concerns, so that you can give your full attention to the educational components of your conference
 

 Planning
• Lead pre-conference campus site tours
• Provide consultation to help refine format, budget and facility/service requirements
• Provide representation at local planning meetings
• Provide information on resources for area attractions/services
• Provide brochure copy to sponsor to describe University housing and dining services, to portray the conference setting, area attractions and to detail transportation options

Marketing
• Provide consultation on marketing timelines
• Assist in preparing and editing brochure and web copy for logistical and registration details
• Work with service providers to coordinate brochure printing
• Assist in facilitating blast emails to potential participants
• Coordinate marketing mailings (web based or hard copy)

Coordination
• Serve a single contact for all services and facilities as well as registration services
• Provide professional consultation during the development, implementation and post-conference evaluation
• Reserve function spaces and arrange for set-ups and audio-visual equipment
• Make arrangements for meals, refreshment breaks, assist with menu selection, and communicate meal count guarantees provided by sponsor
• Make reservations for campus lodging and block reservations for off-campus lodging
• Arrange for campus recreational facilities/equipment
• Work with service providers to coordinate transportation, copying services, telephones, sound equipment, audio or video taping and function amenities
• Assist with arrangements for tours, entertainment, exhibits, display/poster sessions
• Provide on-call assistance during conference duration
Registration Management
• Create and host customized registration website
• Provide advanced registration services via web, mail, fax and telephone
• Accept conference registration payments via credit card*, check, departmental internal order, bank transfer or money order
• Send confirmation email to registered participants including, as appropriate, maps, hotel list, shuttle information, receipt of payment/balance due, and confirmation letter with instructions for on-site registration/check-in
• Provide sponsor with standardized registration reports, including participant information, event counts, revenue summaries and ADA information
• Provide each registered participant with a name badge in plastic holder, portfolio, note paper, pen and campus map
• Work with service providers to coordinate printing and assembly of conference materials
• Print certificates, event tickets and mailing labels (printing costs not included)
• Provide on-site registration services-one staff hour per 25 registrants
• Provide parking permits
 

Event Coordination Services

The Event Coordination Service Package is designed to provide coordination for single session events on or off campus that do not require marketing or registration services. This package includes full coordination for single events and can include on-campus parking and meeting space.
 

Planning
• Lead pre-conference site tours

Financial Administration
• Establish a University account for conference expenses
• Compile final statement of expenditures
• Bill for balance due to sponsor
• Maintain account records for six years

Coordination
• Provide professional consultation during the development, implementation and post-conference evaluation
• Serve as a single contact for all meeting space, set-ups and, food/beverage and audio-visual requests
• Make arrangements for meals, refreshment breaks, assist with menu selection, and communicate meal count guarantees provided by the sponsor
• Make arrangements for meals, refreshment breaks, assist with menu selection, and communicate meal count guarantees provided by sponsor

Provide on-call assistance during conference duration 

Room and Board Conference Services

The Room and Board service package is designed for groups that will be dining and lodging on campus, but wish to do their own
 

 Planning
• Lead pre-conference campus site tours
• Provide consultation to help refine format, budget and facility/service requirements
• Provide information on resources for area attractions and services
• Provide brochure copy to sponsor to describe University dining and lodging services, to portray the conference setting, area attractions and to detail transportation options

Coordination
• Serve a single contact for all campus services and facilities
• Reserve function spaces and arrange for set-ups and audio-visual equipment
• Make arrangements for meals, refreshment breaks, assist with menu selection, and communicate meal count guarantees provided by sponsor
• Make block reservations for campus lodging
• Arrange for use of campus recreational facilities and equipment on a shared basis
• Work with service providers to coordinate transportation, copying services, telephones, sound equipment, audio or video taping and function amenities
• Assist with arrangements for tours, entertainment, exhibits and display/poster sessions
• Provide on-call assistance during conference duration
• Provide campus parking permits

Financial Administration Financial Administration

• Establish a University account for conference revenue and expenses
• Process and track deposits and expenditures through the conference account
• Purchase and process payments of conference-related expenditures per sponsor requests and approvals
• Compile final statement of account income and expenditures
• Bill for balance due or refund balance to sponsor
• Maintain account records for six years
One contact, one contract, one bill