Recognizing that a successful program hinges on an effective design, Conferences & Institutes (C&I) will work with you to develop innovative outreach efforts that go beyond traditional conference programs and seminars.
C&I staff can help you develop an integrated and unique program appropriate to the issues, the audience, the setting, and your discipline. Your expertise in instructional content combined with our expertise in program management will ensure that your event is a success on all levels.
Your conference will be assigned an experienced and knowledgeable program team that will remain with you from start to finish and assist you in every aspect of conference planning, including:
Program Development
- Setting clear goals and objectives for your program
- Establishing timelines
- Identifying, corresponding, and drafting agreements with speakers
- Producing instructional materials
- Preparing abstract books and conference proceedings
Publicity and Promotion
- Planning and implementing a promotional strategy tailored to your program’s needs
- Preparing price quotes
- Designing, producing, and distributing a brochure that will effectively convey information about your program to potential participants
- Hosting and designing a conference Web site
- Planning and organizing e-mail campaigns and maintaining e-mail lists for future use
- Drafting and executing press releases and public service announcements
- Creating mailing lists of potential participants and maintaining those lists for future use
Administration
- Offering secure Web registration and secure credit card processing
- Collecting fees
- Acknowledging registrations
- Preparing participant name badges
- Reproducing and assembling information packets
- Providing staff for on-site registration services
- Maintaining roster of participants
- Collecting abstracts
- Arranging exhibits, displays, or poster sessions
- Coordinating banquets and receptions
- Planning tours and field trips
- Overseeing photography, special awards, and recognitions
- Awarding University of Illinois Continuing Education Units (CEUs) or Continuing Professional Development Units (CPDUs)
- Providing comprehensive on-site management and trouble-shooting for your entire event
- Providing continual and current enrollment tracking
Financial Management
- Preparing budgets and financial statements
- Performing break-even analyses
- Helping you establish appropriate registration fees
- Ascertaining required start-up funds
- Researching outside funding sources
- Obtaining estimates for services
- Soliciting bids
- Communicating with vendors
- Expediting all conference bills
- Tracking income and expenses from start to finish
Facility Coordination
- Helping select and inspect the conference site
- Negotiating and writing contracts
- Serving as a liaison with meeting facility staff
- Configuring meeting space
- Arranging for housing and meals for attendees
Post-Conference Wrap-Up
- Evaluating program and providing follow-up findings
- Writing and distributing thank-you letters to speakers and other contributors
- Processing post-conference payments, such as for travel or speakers, and other expenses
- Providing a detailed financial report
- Maintaining mail and e-mail lists of attendees for use in announcing future programs
