Conference management services

conference attendees eating catered food

Our office provides a full range of services which are customizable to your conference -- whether being hosted on the University of Missouri campus or at any location worldwide.

  • Show/Hide

    Event planning and implementation

    • Assist in evaluating conference facilities and securing reservations
    • Manage hotel and/or residence hall lodging
    • Facilitate committee meetings regarding logistics and planning
    • Plan, provide and manage audio-visual equipment on-site
    • Prepare and compile materials (nametags, folders, speaker handouts, certificates)
    • Contract catering staff, manage menus and determine special food needs
    • Coordinate parking and transportation needs
    • Manage facility arrangements and execute delivery of on-site services
    • Organize exhibitor space and vendor needs
    • Acquire bids, source and purchase conference supplies and attendee promotional items
    • Contact speakers regarding travel, reimbursements and audio-visual setup
    • Determine conference signage needs
    • Coordinate the conference social events, entertainment and tours
  • Show/Hide

    Registration and customer service

    • Develop suitable registration fees in coordination with budget
    • Respond promptly to phone and email inquiries
    • Register participants via secure online system, fax, phone or mail
    • Process credit card payments
    • Communicate regularly with participants
    • Provide registration confirmation and receipts
    • Contact and register exhibitors/vendors
    • Compile specialized registration data
    • Prepare nametags, schedules and meal tickets
    • Manage and staff on-site registration
    • Distribute materials on-site in a quick and efficient manner
  • Show/Hide

    Promotion and design

    • Plan, design and host conference website
    • Design print, web and email marketing pieces
    • Manage mailing lists and coordinate mailing sources
    • Create logo and conference identity (color, theme, etc.)
    • Produce and distribute proceedings, programs and participant materials
    • Coordinate with vendors to create signage, gifts and giveaways
  • Show/Hide

    Financial management

    • Develop realistic, comprehensive budget
    • Continuously review and oversee budget
    • Assist in grant management
    • Establish a line of spending with our office for expenses that can be paid at conclusion of conference with one payment
    • Negotiate and process contracts for speakers, facilities, goods and services
    • Manage and collect revenue according to university requirements (PCI Compliant)
    • Supply receipts to all registrants, sponsors and exhibitors
    • Pay direct and indirect expenses
    • Provide up-to-date, comprehensive, itemized financial reports
  • Show/Hide

    Pre- and post-conference services

    • Provide materials and information for Requests for Proposals (RFP) to host a conference
    • Coordinate online service for abstract collection and review
    • Collect and analyze evaluations and prepare a comprehensive report
    • Design and conduct surveys to identify the needs of target audience
    • Provide final roster of attendees
    • Facilitate the processing of continuing education units with appropriate providers
    • Prepare thank you letters to speakers and key event personnel