Planning Services

 

The goal of University of Utah Conference and Event Management is to develop and produce quality conferences that meet the needs of the university community and professional organizations. University of Utah Conference and Event Management can create meetings of any size, conducted in a variety of settings: hotels, resorts or on campus. The University Guest House & Conference Center is contracted with Conference & Event Management to handle arrangements outside of the Guest House & Conference Center setting.  

For more information about conference specifics, please choose from the menu below.

Registration Services

 

University Conference Services handles every detail of registration for 50 to 5000 registrants. Registration forms can be received by mail, telephone, fax email, or via the Internet. We provide:

  • Creation and maintenance of Internet registration forms
  • Custom designed databases
  • Receipt of fees
  • Confirmation letters
  • Invoice participants
  • Handouts preparation
  • Nametags
  • On-site registration
  • Registration statistics and reports

Registration Services are available as a registration-only service or as part of a full-service contracts.

Facility Coordination

 

A large portion of any conference is coordinating all the events that take place at the meeting venue. Pre-conference planning, on-site management, and post-conference closing are vital to the programmatic and financial success of the meeting. We will:

  • Solicit bids for the site selection process
  • Negotiate contract
  • Act as liaison with site and sponsor
  • Provide master schedules and staging guides
  • Arrange lodging accommodations for participants and VIPs
  • Determine meal plan compatible with budget
  • Organize audio-visual requirements and technicians
  • Manage poster session and/or exhibitor sessions

Large or small, University Conference Services has organized hundreds of meetings in over 30 cities in the United States and Canada. Timeline University Conference Services implements a master timeline for all conferences. The timeline outlines the tasks that need to be completed on a monthly and weekly basis. The unique needs of each conference are added to this comprehensive schedule. We consider regular communication with the conference sponsor and members of the planning committee essential to keep everyone updated about each facet of the conference.

Budgeting & Accounting

 

University Conference Services 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. We:

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

Non-registration funding sources may be available for a meeting. If so, University Conference Services can work with grants and contracts, private industry, foundations, and non-profit organizations.

Speaker and Presenter Management

 

Detailed communication with speakers is essential. We will:

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

Vendor Services and Selection

 

The University Conference Services staff solicits bids and negotiates contracts for all goods and services. These may include:

  • Printing and photocopying
  • Shipping and receiving
  • Promotional pieces
  • Air and ground transportation
  • Music and entertainment
  • Tours

Other Information

 

For over 25 years, University Conference Services has provided custom-designed services to organizers of meetings of all sizes. The experience necessary to develop and produce quality conferences to strikingly diverse audiences is the hallmark of University Conference Services. We look forward to working with you!