Full Management

This is our most comprehensive package and includes the coordination of on- and off-campus accommodation, conference meals, program logistics, financial management, online registration, on-site registration, fee collection, and audio-visual support. We provide:

Program Planning

  • Location & date planning
  • Timeline and logistical coordination for program implementation
  • Marketing and promotional support

Housing Management

  • University housing and hotel group booking arrangements
  • Check-in and check-out services
  • Light housekeeping and weekly linen service
  • Shuttles to and from the airport on arrival and departure days
  • Online/internet housing fee collection

Conference Meeting Support

  • Location reservations for meetings and special events
  • Meal times and dining commons location arrangements
  • Audio-visual planning and support
  • Special events, exhibits, & poster sessions support
  • Abstract books and proceedings production
  • Participant packet production (i.e. final program, participant roster, name badges, etc.)

Financial Management

  • Budget preparation (estimated costs and income, speakers’ costs, 1-day fees, staffing, etc.)
  • Expense management (contract preparation and bill management per UC policy)
  • Income collection and tracking (participant fees, sponsorships, grant support, etc.)
  • Financial report preparation

Participant Registration

  • Registration website and data administration
  • Online fee collection and tracking
  • Refunds and credits processing
  • Cancellations, transfers, and substitutions tracking and management
  • ADA disability requirement tracking
  • Confirmation emails and map links to all registrants

On-Site Registration 

  • Registration area setup and staffing
  • Signage and announcements placement
  • On-site management