UW Conference Management

Customized 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 and Financial Reporting

Provide general advice related to conference budget and projected expenses.
Share budget template available for preparing comprehensive conference budget.
Advise committee in setting registration fees based on revenue and expense projections.
Prepare on-going budget updates with input from committee.
Monitor income and provide regular, detailed financial reports.

Promotion, Publicity and Marketing Support

Provide advice and assist committee in developing marketing timeline and strategies.
Post on-line form to collect e-mail addresses of new persons opting in to mailing list.
Facilitate design and distribution of printed or electronic promotional materials.
Collect approved mailing/email lists from committee to use for conference promotional efforts.
Facilitate e-marketing efforts according to marketing timeline.
Facilitate the placement of ads in appropriate journals or on-line calendars identified by committee.

Publications

Assist committee with development and distribution of the Call for Papers.
Prepare camera-ready Program document
Coordinate program information
-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

Website Development, Maintenance

Host conference website on UW server; register domain name upon request.
Build website to feature and publicize conference details and local information.
Provide detailed program agenda information on website.
List conference highlights and invited speakers.
Provide lodging and travel information.
Describe and highlight conference social program.
List registration/optional fees and outline registration policies.
Provide exhibitor and sponsorship information.

Abstract Collection and Scientific Program Management

Manage customized database to track submissions.
Provide administrative support for review process.
Manage communications with authors, reviewers and program committee.
Prepare author index, table of contents, and key word index as appropriate.

Presenter and Invited Speaker Support

Communicate with presenters or invited speakers to outline expectations, responsibilities and fee arrangements.
Confirm final arrangements including travel, hand-out materials, audio visual equipment requirements.
Collect speaker biographical information and presentation titles program as appropriate.
Manage speaker honorarium and travel reimbursment payments according to agreement and UW policies.

Registration and On-Site Services

Manage secure on-line registration system on behalf of group
Design registration form with all fee categories.
Set up and monitor confirmation emails, receipts, balance due invoices.
Provide regular enrollment reports to the conference committee.
Prepare conference information (check-in instructions, travel, etc) to accompany confirmation of enrollment email.
Design on-site registration area; determine on-site staffing needs.
Plan equipment and computer needs for on-site registration and badge processing.
Provide registration and information services throughout the conference for delegates and guests.
Prepare and distribute conference materials at conference.

Meeting Facility Management

Schedule meeting rooms to accommodate sessions; specify meeting room setups.
Schedule rooms for catered activities, special meetings, or committees in cooperation with committee.
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.

Catering Planning

Research catering options and advise committee regarding catering vendor options.
With committee advice, prepare comprehensive outline of food and beverage requirements.
Work with committee to select menus; communicate detailed menus and requirements to caterer.
Track and manage all catering orders and meal guarantees.

Special Event/Tour Coordination

Research and compare special event venues and tour options.
Coordinate details of special events including banquets, receptions, and other social events.
Outline food and beverage requirements; coordinate details with caterers.
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

Outline audio visual requirements for conference
Evaluate AV bids and contract for equipment and operators.
In cooperation with committee, track AV requirements for individual speakers.
Prepare appropriate technical program signage for the conference.

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.
Review hotel contracts, seek concessions, and evaluate financial liability.
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

Advise and assist in setting goals and budget for the exhibit program in cooperation with conference committee.
Assist committee in establishing exhibitor and sponsor fees and benefits.
Select an exhibition decorator and negotiate contract.
Determine on-site security needs; contract with security company as appropriate.
Provide on-site staff liaison to assist exhibitors throughout the conference.

Post-Conference Reports

Collect and compile conference statistics:
-registration and attendance.
-paper submissions.
-catering guarantees and actuals, hotel room usage.
-program sessions and poster sessions.
Prepare a final conference financial summary.
Assist in submission of 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:

 

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