UW Conference Management Denny Hall
 

Conference Management Services

UW Conference Management partners with faculty members, governmental agencies, professional associations, and private industry to organize, manage and present conferences, workshops and institutes. As a university-based program, we understand the unique requirements of scholarly meetings and have developed a highly focused expertise in support of programs ranging from small workshops to large international conferences.

UW Conference Management will customize services to meet the specific needs of your group or organization.

Comprehensive services available to you include:

» Planning and Support for Conference Organizers
  • Provide individualized consulting and advice to the conference chair and committees
  • Attend and advise at conference planning committee meetings
  • Develop with the planning committee a master timetable for implementation of all activities
  • Provide staff support to the conference chair and others
» Site Selection and Contract Negotiation
  • Gather and prepare conference information outlining meeting space requirements, catering needs, and conference history
  • Research meeting, hotel and event facilities; request proposals from appropriate facilities
  • Negotiate contracts for meeting facilities, hotel room blocks, and off-site event venues
  • Arrange and confirm campus meeting or lodging facilities if appropriate
» Budget Development
  • Advise conference finance committee and make budget recommendations
  • Prepare a comprehensive conference budget
  • Research costs and request competitive bids for goods and services
  • Assist committee in setting registration fees and policies
» Financial Reporting and Management
  • Establish and maintain a conference account for depositing and disbursing funds
  • Manage financial operations of the conference
  • Monitor income and expenses and provide regular, detailed financial reports
  • Process payments for direct conference expenses
  • Process honoraria and travel reimbursement for designated speakers or officials
  • Provide final financial statement with detailed ledger of revenue and expenses
» Registration Management Services
  • Design your secure conference registration form
  • Provide customer support for registration questions
  • Manage your customized registration database
  • Manage all registration details and payments
  • Acknowledge each registration with confirmation packet and receipt for payment
  • Provide regular enrollment reports to the conference committee
  • Issue invoices to organizations paying for registration by purchase order
  • Produce registration roster
  • Prepare on-site registration area; design efficient traffic flow; determine on-site staffing needs
  • Plan equipment and computer needs for on-site registration and badge processing
  • Prepare and distribute name badges, tickets, and registration packets at conference
  • Provide on-site registration and information services throughout the conference for delegates and guests
» Promotion, Publicity and Marketing Support
  • Advise planning committee on designing and implementing marketing strategies
  • Create and maintain customized mailing list and marketing database
  • Maintain full-time staff to respond to written, phoned and e-mailed requests for conference information
  • Coordinate with the committee to identify appropriate mailing lists for distributing promotional materials
  • Arrange for design, printing and mailing of brochures and other promotional materials
  • Prepare calendar listings and conference ads for submission to appropriate technical journals
» Call for Papers, Advance and Final Programs
  • Develop, produce and distribute the Call for Papers in cooperation with the technical program committee
  • Prepare camera-ready Advance and Final Programs
  • Coordinate technical program information
    • technical program schedule and papers
    • invited speakers
    • workshop and tutorial information
    • exhibit and sponsor information
    • committee listings
  • Research local information; compose copy to be included in program
    • local arrangements
    • travel and accommodation information
    • social event descriptions
    • guest program information
  • Design registration form and outline registration policies
» Website Development
  • Establish and design a conference home page
  • Build website to feature and publicize conference details and local information
  • Provide detailed technical program information on website
  • Offer online registration
» Abstract Collection and Customized Database Management
  • Customize paper database to track submissions, paper status, author data, and technical session information
  • Accept and log abstracts and paper submissions; provide data entry and manage paper database
  • Generate various reports and author correspondence
  • Sort and prepare technical paper or session lists, author index, table of contents, and key word index as appropriate
» Technical Program Coordination
  • Coordinate paper review process in cooperation with technical program chair or committee; update database with review form scores
  • Issue correspondence to authors, including acknowledgment letters, accept/rejection letters and program presentation information
  • Work closely with technical program chair or committee to design tech program schedule and to confirm paper presentation assignments
  • Communicate with authors on an on-going basis to provide guidance and information
» Conference Proceedings Preparation and Production
  • Assist in the preparation of author kits or on-line paper preparation instructions
  • Collect camera-ready papers or electronic submission of final papers for publication in conference proceedings
  • In close cooperation with the program committee, finalize proceedings content
  • Coordinate the design, indexing, pre-production and printing of proceedings
  • Prepare proceedings in CD-Rom format if appropriate
» Presenter and Invited Speaker Support
  • Contact workshop or tutorial presenters and invited speakers and outline expectations, responsibilities and fee arrangements
  • Confirm final arrangements including travel, hand-out materials, audio visual equipment requirements
  • Collect speaker biographical information and titles of talks for program
» Meeting Facility Managemnt
  • Schedule meeting rooms to accommodate technical sessions; specify meeting room setups
  • Coordinate with appropriate committee representatives and schedule rooms for special meetings or committees; arrange catering
  • Schedule rooms for receptions, banquets, or other catered activities; select menus and manage event details
  • Act as liaison between conference officials and meeting facility personnel
  • Prepare detailed conference schedule and confirm all logistical arrangements with facility representative
  • Review and confirm accuracy of meeting facility invoice following event
» Social Event Coordination
  • Plan and coordinate banquets, receptions, and other social events
  • Research and select venues for off-site events
  • Determine food and beverage requirements; negotiate menus and prices
  • Arrange tours and coordinate an accompanying visitor/guest program
  • Order and prepare tourist materials, maps and local information for on-site distribution
» Audio Visual and Technical Coordination
  • Determining audio visual requirements for conference, select AV provider and contract for equipment and operators
  • Coordinate with technical program representatives and track AV requirements for individual speakers
  • Research computer rental and plan for on-site internet access and computer usage
  • Prepare appropriate technical program signage for the conference
  • Determine shipping needs and coordinate shipping arrangements
  • Determine on-site administrative requirements including photocopiers, fax machines, and telephones
» Poster Session Coordination
  • Determine poster board specifications and select poster board provider
  • Assist tech program committee in organization of poster sessions
  • Prepare instructions and information for poster session presenters
  • Design poster layout in cooperation with tech program committee and meeting facility
» Hotel and Transportation Planning
  • Determine room block requirements for group; review conference history
  • Research hotels and lodging options
  • Negotiate hotel contracts to include reduced group guest room rate, complimentary rooms and upgrades
  • Research low-cost alternatives and arrange university housing and meal services when appropriate
  • Arrange ground transportation and shuttle services as necessary
» Exhibitor and Sponsorship Management
  • Determine goals and set budget for the exhibit program in cooperation with conference committee
  • Maintain and expand exhibitor prospect database in cooperation with committee
  • Select exhibition site and negotiate rental fees in cooperation with the committee
  • Assist committee in establishing exhibitor and sponsor fees and benefits
  • Prepare promotional materials including exhibition prospectus, floor plan, and contract
  • Select an exhibition decorator and negotiate contract
  • Assist with exhibition marketing effort through mailings, electronic mail, and telephone contact
  • Accept exhibitor registrations and follow up with booth assignment and exhibitor service kits
  • Design exhibition hall space in cooperation with decorator and committee
  • Determine on-site security needs; contract with security company as appropriate
  • Supervise on-site set up and tear-down of exhibit hall
  • Provide on-site staff liaison to assist exhibitors throughout the conference
» Post Conference Reports
  • Collect and compile detailed statistics for conference categories including registration and attendance, paper submissions, catering guarantees and actuals, hotel room usage, speakers and poster sessions
  • Prepare a final conference summary
  • Submit final reports as required by sponsors or granting agencies

If you seek support for organizing and presenting a conference, workshop or special educational program, please contact:

Jan Kvamme
Director, UW Conference Management
Phone: 206-685-9636
kvamme@u.washington.edu

or

Debra Bryant
Senior Conference Specialist
Phone: 206-616-1902
debryant@u.washington.edu