Conference Services

Our services are fully customizable based on your needs and event size. Available services include:

Registration

  • Setup online registration capabilities through our secure website
  • Create a customized online conference registration page to suit the needs of your event
  • Collect conference registrant data
  • Process participant’s registrations online, by fax, by mail, and/or by phone
  • Provide secure credit card service to process attendee payments by Visa, MasterCard, Discover, American Express
  • Process attendee payments by Purchase Order, Check or MSU banner account
  • Generate customized confirmation letter to attendees by email including hotel information, travel information, conference start times, summary of costs, and other customized information pertaining to the event
  • Provide receipts for attendees
  • Facilitate collection of all payments
  • Collect income from sponsors/exhibitors and issue invoices
  • Oversee and facilitate collection of all payments
  • Design and print name badges for all registrants

Bill Pay

  • Receive invoices from vendors
  • Approve, process and pay all incoming invoices
  • Bill organizations and vendors

Financial Services and Accounting

  • Create event budget
  • Monitor program budget
  • Provide budget updates
  • Process checks, credit card sales, and participant refunds
  • Process expense documents, purchase orders, and receiving reports
  • Provide eligibility for tax-exemption status
  • Provide detailed financial accounting of event income collected and expenses paid
  • Prepare post-event financial statements

Pre-Event Coordination and Contract Management

  • Conduct site selection for conferences
  • Negotiate contract rates for event space and exhibitor space, overnight accommodations, transportation and entertainment
  • Assist with special travel arrangements, rooming needs, and orientation to campus/community
  • Secure reservations of meeting facilities
  • Explore AV needs with client and communicate requirements to facilities team
  • Provide conference facility with all room set-up
  • Coordinate/manage all catering needs including selecting caterer; coordinating all aspects of catering details including menu selection and arrangements for special dietary needs, providing timely meal guarantee counts and ensuring accuracy of final master bill
  • Coordinate transportation

Tours and Fieldtrip Management

  • Plan pre/post tours and fieldtrips
  • Arrange transportation
  • Advise on local attractions

Sponsor and Exhibitor Accounting/Management

  • Secure information from sponsors and exhibitors as needed
  • Provide hotel information as needed to sponsors and exhibitors
  • Coordinate complimentary registrations for exhibitors and sponsors per agreement

Conference Materials

  • Coordinate production and printing of program materials as determined with client
  • Coordinate and acquire conference packets (i.e. folders, bags, briefcases) and materials for conference packets
  • Assemble participant packets

Conference On-Site Registration

  • Provide on-site staffing for registration
  • Provide professional, organized registration area equipped to print nametags on-site
  • Collect day-of event registration fees
  • Provide receipts, proof of attendance, nametags, etc. to attendees
  • Collect and process unpaid registration fees

Conference On-Site Management

  • Act as liaison with the conference facility during the course of the event
  • Coordinate any on-site changes working closely with committee
  • Coordinate all audio visual needs and equipment requirements including coordinating microphones, screens, projectors, videography; coordinating with facility staff to support AV needs; contracting vendors to supply projectors, screens and other equipment as determined by client; contracting and managing AV staff; managing AV needs to align with budget
  • Manage room setups
  • Manage social functions
  • Provide meeting facilitators (hours billed separately)
  • Coordinate all speaker details as outlined by the committee
  • Coordinate transportation including onsite transportation, airport transportation, and customized transportation; and providing maps and directions
  • Coordinate display of event sponsor signs
  • Ensure accuracy of all billing

Marketing

  • Provide clients with costs for all marketing material
  • Design and print welcome signs, podium signs, simple marketing pieces, promotional paraphernalia (t-shirts, tote bags, mugs, lanyards, etc.)
  • Work with client to secure appropriate artwork for signage and promotional materials
  • Distribute direct mailings, press releases, and public-relations materials
  • Order and accept delivery of promotional items
  • Coordinate e-mail blasts

Website

  • Design and construct a website to match the needs of the client
  • Maintain site and keep online data current