Outreach Contact Links
Conference Management Services
About Management ServicesAdministration Services
Program Meeting Facilities
Registration Services
Food Service
Program Support Services
Lodging
Audiovisual Equipment
Recreation and Leisure Activities
Group Dynamics and Leadership Training
The Office of Conferences and Institutes is a "one stop shop" for conference management services. Our professional and experienced staff are ready to assist faculty, staff, students and external clients with every aspect associated with the management of a program on the University campus. If you have an idea for a conference, workshop or camp; or you have considered inviting your professional association, civic organization, or colleagues with state associations and institutions to meet on campus; if you represent an organization that is external to the University that has an educational mission; you have come to the right place. Our conference and program development staff will serve as your personal planner and will provide the experience and knowledge to guide you through the planning, implementation, and evaluation of your program. Your program planner will remain on-site during the program and will work to ensure that the smallest details are attended to efficiently and responsively. All programs are assessed a standard conference fee per person per day and is incorporated in the package cost for needed campus services and facilities. This fee provides the following services, facilities, and equipment.
Administration Services
- Development of a planning time line
- Determination of specific program objectives
- Recommendation of appropriate instructional resources within the University, government agencies, and the private sector
- Development of a budget
- Assistance with the identification of the potential target market
- Assistance with the development, proof reading, and printing of program promotional material
- Assist with the development, preparation, and assembly of general information and instructional materials
- Scheduling of needed food service and campus facilities
- Reservations of residence hall and other campus guest accommodations
- Interdepartmental billing and the development of one final invoice
- Development and administration of program evaluation instrument
- Financial Management (total income and expense management with accurate accounting)
- Payroll management (process payroll forms, request checks and maintain records)
- Preparation of program financial statement and post-program analysis
- Interpretation of University and State policies and procedures
- Contracting with External Clients
Program Meeting Facilities
- Schedule conference meeting rooms and other facilities to accommodate program needs
- Arrangement of general-session and break-out meeting rooms
- Flip charts, easels, markers, and marker boards
- Standard Audiovisual Equipment (Microphones, lecterns, overhead and 35mm slide projectors, VHS video playback equipment and monitors)
Registration Services
- Acceptance, confirmation, and computer entry of program participant information
- Reservation and confirmation of lodging
- Collection of registration fees
- Preparation of name tags and receipts
- Check-in of participants upon arrival
- Provision of a final registration list of participants
- Assistance with the compiling and distributing information about the University and local area
Food Service
- Development of food service package -- breakfast, lunch, dinner and banquets
- Arrangements for all catered functions ie. Coffee breaks, receptions, cook-outs, box lunches, and special dining facilities.
- Internal invoicing
Program Support Services
- Provide or arrange for FAX, photocopying, special phone service, mailing and shipping services and electronic mail
- Arrangements for room or facility set-ups and resets
- Assist with identifying providers of special events services such as disc jockeys, entertainers, photographers, etc.
- Production of rosters, name tags, table tents, evaluation instruments, certificates, etc.
Lodging
- Reserve room block (Residence Halls, Broyhill Inn, Camp Broadstone & area hotels)
- Arrange for check-in and check-out and front desk operating hours
- Reserve linen service (optional)
- Arrange for special needs ie. Telephone service, office space, storage space, guest luggage assistance etc.
- Internal invoicing
Audiovisual Equipment
- Reserve, deliver and set up standard audiovisual equipment
- Arrange for video and audio taping of program sessions
- Internal invoicing for special service requests
Recreation and Leisure Activities
- Assist with arrangements for special events to enhance the learning experience
- Make arrangements for tours to area attractions
- Schedule transportation if needed
- Internal invoicing
Group Dynamics and Leadership Training(Limited to small groups)
- Schedule Camp Broadstone High Ropes Course, Climbing Wall, Group Interaction Course and Outdoor Programs Alpine Tower
- Schedule trained staff
- Internal invoicing
