Campus Conference Management

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More Than An Event—An Experience

Your Goals. Your Timeline. Your Budget. We’ll Make it Happen Anywhere.

Our certified one-stop-shop services include all aspects of planning support. Our internal professional staff will assist you in making your conference a success.

Campus Conference Management

Planning & Management

  • Manage and design custom conference websites   
  • Venue and space design coordination   
  • Handle all logistics and technical needs
  • Plan and coordinate banquets, receptions, and other social events
  • Arrange Hotels and University housing room blocks
  • Sponsor and exhibitor coordination


View Our Brochure 

Specialized Services

Custom Website

  • Develop custom conference website and registration site
  • Content and agenda updated instantly
  • Mobile Friendly
  • Deliver targeted and personalized communications to your audience

Abstract Submission Site

  • Manage submission process for proposals
  • Communicate with speakers and reviewers regarding submissions, including acknowledgement letters and program presentation information and assignments
  • Design schedule
  • Coordinate and manage online review process for submission selection
  • Coordinate abstract book layout and printing

Event App

  • Keep participants informed and involved through a mobile attendee app
  • Send news and alerts
  • Connect with other participants
  • Provide key event information
  • Speaker presentations

Management

  • Professional staff
  • Develop event timeline and budget
  • Daily management of all on-site meeting logistics
  • Create and manage conference-specific email address for participant correspondence
  • Arrange lodging
  • Plan social events, side trips, and fun activities
  • Take care of all logistical and technical needs

 
More on Specialized Services 

Our Clients

  • University and University Systems
  • Professional Associations
  • Government Agencies
  • Community Partners
  • Groups from 25 to 1,500 or more
  • Regional, National, and International Participants

Service Packages

Standard

  • Develop custom conference registration site
  • Manage registration database
  • Process registration payments
  • Provide participants with invoices and receipts

Professional

Includes Standard Services plus:

Registration

  • Administer visa letter creation and delivery
  • Create custom participant reports

Logistical Assistance

  • Coordinate room set-up and provide custom room diagrams
  • Coordinate audio-visual equipment and technical support
  • Reserve meeting rooms for receptions, banquets, poster sessions, and other events
  • Develop menus with catering staff
  • Act as a liaison between conference officials and meeting facility personnel

Financials

  • Manage financial operations of the conference
  • Assist in setting registration fees and policies
  • Prepare final revenue and expense reports
  • Review and confirm accuracy of meeting facility invoice following event

Platinum

Includes Standard and Professional Services, plus:

Registration

  • Provide on-site management throughout the conference
  • Personalized Event App

Logistical Assistance

  • Unlimited planning meetings and correspondence between Conference Team and Conference Organizer(s)
  • Develop event timeline with deadlines
  • Coordinate transportation including airport shuttles, special event shuttles, and participant parking
  • Create and manage conference-specific email address for participant correspondence
  • Design conference signage in building and in individual meeting rooms

Financials

  • Prepare and manage a comprehensive conference budget
  • Establish and maintain a conference account for depositing and disbursing funds
  • Monitor income and expenses and provide detailed financial reports
  • Create contracts and process payments for direct conference expenses
  • Manage exhibitor and sponsorship contracts and payment
  • Process honoraria and travel reimbursement for designated speakers or officials

Website Development

  • Manage and design a custom conference website*
  • Content managed and updated directly by Conference Management staff

Abstracts

  • Custom online abstract submission site*
  • Manage submission process for collecting and reviewing proposals
  • Communicate with speakers and reviewers regarding acknowledgement letters, program presentation information, and assignments
  • Work closely with conference organizer to design schedule
  • Coordinate and manage online review process
  • Coordinate abstract book layout and printing*

Lodging

  • Research meeting, hotel, and event facilities and request proposals
  • Contract room blocks with area hotels and University housing with discounted rates
  • Coordinate special room assignments for organizers
  • Reconcile all lodging bills and coordinate direct payment

Social Event Coordination

  • Plan and coordinate banquets, receptions, special tours, and other social events
  • Research cost and request competitive bids
  • Determine food and beverage requirements; negotiate menus and prices
  • Participants are Union Members through event and enjoy member benefits


Our Spaces

Union South

Memorial Union

Campus Conference Management Team

Laura Richards

Conference Manager

Hannah Scott

Conference Coordinator