Conference Coordination
Online & Continuing Education offers a variety of conference planning and coordination services to make your conference a success. To request a quote for services, please call 217-333-2880 or e-mail us at conferences@illinois.edu.
Below are some of the events we help coordinate; to view additional upcoming events, please take a look at our calendar:
Our services include
Program Development
- Setting clear goals and objectives and establishing timelines
- Identifying, corresponding, and drafting agreements with speakers
- Producing instructional materials, abstract books and conference proceedings
Publicity and Promotion
- Coordinating the production and distribution of promotional print and online materials
Administration
- Offering secure Web registration and secure credit card processing
- Collecting fees, acknowledging registrations, and maintaining roster of participants
- Preparing participant name badges, reproducing and assembling information packets
- Providing staff for on-site registration services
- Collecting abstracts, arranging exhibits, displays, or poster sessions
- Coordinating banquets and receptions; planning tours and field trips
- Overseeing photography, special awards, and recognitions
- Awarding University of Illinois Continuing Education Units (CEUs) or Continuing Professional Development Units (CPDUs)
- Providing comprehensive on-site management and trouble-shooting
- Providing continual and current enrollment tracking
Financial Management
- Preparing budgets and financial statements
- Performing break-even analyses
- Helping establish appropriate registration fees
- Ascertaining required start-up funds and researching outside funding sources
- Obtaining estimates for services, soliciting bids, and communicating with vendors
- Expediting conference bills
- Tracking income and expenses from start to finish
Facility Coordination
- Helping select and inspect the conference site
- Negotiating and writing contracts
- Configuring meeting space
- Arranging for housing and meals for attendees
Post-Conference Wrap-Up
- Evaluating the program and providing follow-up findings
- Writing and distributing thank-you letters to speakers and other contributors
- Processing post-conference payments, such as for travel or speakers, and other expenses
- Providing a detailed financial report
- Maintaining mail and e-mail lists of attendees for use in announcing future programs