Registration Services

Conferences and Workshops can handle all details of registration for 20 to 20,000 participants. Registration can be received online, by mail, by phone and in person.

  • Creation and maintenance of online registration
  • Process secure credit card transactions
  • Receipt of fees
  • Automated confirmation emails
  • Custom name badges
  • On-site registration staff
  • Real time registration statistics and reports

Site Selection, Contract Negotiation and Facility Coordination

  • Solicit bids for the site selection process
  • Negotiate contracts
  • Act as liaison with site and sponsor
  • Arrange lodging accommodations for participants and VIPs
  • Organize audio-visual requirements and technicians
  • Manage poster session and/or exhibitor sessions

Speaker Management

Detailed communication with speakers and presenters is essential.

  • Invite speakers
  • Issue call for papers
  • Coordinate travel and lodging
  • Purchase speaker gifts
  • Process honoraria payments
  • Prepare program materials and abstract books

Budgeting and Accounting

Conferences and Workshops develops and monitors program budgets using an integrated budgeting, accounting and forecasting system. The budget is monitored on an ongoing basis to ensure expenses stay within agreed-upon amounts. Accounting statements are prepared for evaluation throughout the program planning stage and upon program completion.

  • Create comprehensive budget plan
  • Purchase services and goods
  • Approve payment of invoices
  • Process and record expenses
  • Receive sponsorship money
  • Compile accounting summary
  • Maintain account records

Food and Beverage Coordination

  • Contact and contract with on-campus catering or other campus approved caterers
  • Determine meal plan compatible with budget
  • Arrange for food for meals and refreshment breaks
  • Manage set-up and clean-up

Event Management

The actual event takes coordination. Planning is everything, but day-of monitoring is also essential.

  • Manage onsite logistics
  • Supply sufficient personnel at check-in desk     
  • Prepare signs, handouts, and certificates
  • Offer presenter ready-room for last minute preparations
  • Be available to answer questions, solve last minute problems etc.

Marketing and Promotion

Conferences and Workshops coordinates promotion with marketing and communication services. Successful promotion may include the following:

  • Create marketing plan
  • Coordinate brochure copy and design
  • Write and organize brochure text
  • Distribute press releases and ads
  • Website development
  • See the full list of available marketing services