Conference Management Services

 

About Us

With more than 60 years combined experience with local, multi-state and international conference planning and management, the WSU Office of University Conferences are your meeting specialists! We custom design conference/meeting packages that meet your needs and fit your budget. No conference is too large or too small. Our professional staff will guide you through the planning, implementation and evaluation of your program. We take the work and worry out of conference planning allowing you to sit back and enjoy your program.

 

 

We Can Handle Conference Registration

The WSU Conference Office Registration Staff can:

  • Design and produce a conference registration form that can be accessed and submitted on-line
  • Design a registration database that will produce the detailed reports you need
  • Receive and process conference registrations on-line, by mail, fax or phone
  • Offer convenient payment options including Interfunds, purchase orders, checks, Visa, MasterCard, American Express and Discover cards
  • Prepare and mail a confirmation letter and directional maps
  • Create and customize event and banquet tickets if applicable
  • Receive and track requests for special accommodation such as dietary, hearing interpreters, etc.
  • Provide professional staff for on-site registration. Staff will provide information to conference participants, inspect facilities and equipment prior to each session to ensure proper room set-ups and handle any emergencies that may occur
  • Prepare registration packets and other handout materials, including name badges, banquet tickets, rosters and certificates of attendance.

 

We Can Provide Financial and Accounting Management

The WSU Conference Office will research carefully all costs associated with your program and prepare an accurate, comprehensive budget that includes the following associated costs for:

  • Promotion
  • Printing
  • Mailing
  • Advertising
  • Management and Special Services
  • Travel
  • Speaker Honorarium and Travel
  • Participant Costs
  • Food
  • Lodging
  • Conference Materials
  • General Expenses
  • Equipment
  • Facility Expenses
  • Supplies

We can also assist you in:

  • Determining the registration fees you need to charge to breakeven and/or make a profit
  • Maintaining up-to-date information on all income and expenses
  • Paying all expenses according to the budget
  • Processing participant refunds as required
  • Preparing a comprehensive financial report at the close of the conference which includes itemization of all income and expenses

 

We Can Handle the Details

The WSU Conference Office staff can assist you with:

Site Selection

  • Identifying facilities that meet your specific needs
  • Conducting site inspections of proposed meeting sites and entertainment venues
  • Soliciting competitive bids from each facility
  • Providing a summary of facilities and associated costs for your review
  • Negotiating a facility contract that represents your best interests and minimizes your liability to the extent possible

Catering

  • Handling all food service arrangements. Work with the hotel catering department or outside caterers to develop a menu that fits your budget
  • Ensuring that all food is delivered on time and per your specifications
  • Planning and coordinating any banquets and receptions associated with your event
  • Arranging for entertainment and decorations
  • Receiving requests from conference participants regarding special food needs and communicating these to the chef

Exhibits

  • Identifying and soliciting commercial and non-profit exhibitors
  • Arranging with hotel or outside vendor exhibit booth furnishings
  • Preparing exhibitor registration packet, including promotional information, and a registration form
  • Collecting and processing exhibitor registration fees
  • Writing and mailing to all exhibitors a confirmation letter, map and information regarding setup and tear down of exhibits

Speakers

  • Maintain contact with all conference speakers
  • Make all travel arrangements for speakers, including airline and hotel reservations and ground transportation
  • Arrange for direct billing of travel expenses and/or reimburse speakers for any out of pocket expenses
  • Receive and process requests for audio/visual equipment
  • Receive handout materials from speakers, reproduce and distribute to conference participants

Audio/Visual and Technical Support

  • Arranging for set-up, storage and tear down of all audio/visual equipment
  • Arranging for on-site support when necessary
  • Arranging for audio or videotaping of conference proceedings

Continuing Education/Contact Hours

  • Work with professional associations and regulatory boards to ensure that all criteria is met
  • Issue certificates of attendance/completion that can be used for relicensure purposes
  • Maintain a records archive of each certificate issued and provide replacement copies to participants if needed
  • Produce participant sign-in sheets. Maintain a copy on file for historical purposes

 

We Can Market Your Event

The WSU Conference Office can create brochures, fliers and other related materials to effectively promote your event. We can assist you in:

  • Identifying and reaching your target audience
  • Printing and distributing your marketing material
  • Promoting your conference through direct mail, e-mail and the Internet

 

Sit Back and Relax After Your Event

Let the WSU Conference Office:

  • Prepare and mail thank-you letters to speakers, exhibitors, sponsors, etc.
  • Design, distribute, collect, analyze and summarize participant evaluations

 

Have We Mentioned?

Each conference, workshop and seminar is unique and has special needs or requirements. In addition to services previously mentioned, the WSU Conference Office can also:

  • Assemble and distribute proceedings, abstracts and conference materials
  • Provide summaries of attendees workshop breakout session choices
  • Store a computerized file of all attendees for future conference use
  • Collect and maintain demographic information on all participants
  • Arrange transportation for group outings

 

For more information on these services or any other services not listed, please contact:

Lauren Fontarum, Assistant Director
Office for Workforce, Professional and Community Education
1845 Fairmount, Campus Box 136
Wichita, KS 67260-0136
Phone: 316-978-6395
lauren.fontarum@wichita.edu