Plan an Event

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Conference Services, At Your Service

We offer experienced event managers that can help you through every step of your event – from the planning process to day-of execution. Our team can host your event anywhere – on The University of Alabama campus in Tuscaloosa, within the state or even across the country. We can handle all of the details A to Z, or we can handle a single detail.

For additional information, please contact Amanda Bergeron at 205-348-9966 or email amandab.bama@ua.edu.

Before the Event

  • Content, Administrative & Financial Services

    • Advise you in the development of a comprehensive event plan
    • Assist in development of a budget including registration/exhibitor/sponsor fees
    • Participate in planning meetings
    • Assist in speaker selection
    • Monitor expenses
    • Review and pay bills
    • Develop evaluations

  • Marketing Services

    • Develop promotional materials and a program marketing plan
    • Assist with the development of an email marketing plan and timetable
    • Prepare and send out  press releases
    • Send online registration page to your webmaster for inclusion on a website
    • Design and maintain a website
    • Develop and manage a direct mail plan including list research, de-duping, etc.
    • Conduct basic market research
    • Conduct digital marketing campaigns (search engine marketing, social media marketing)

  • CEUs and Professional Approvals

    • Process applications seeking approval of continuing education hours for professional organizations
    • Award CEU Certificates at conclusion of program

  • Registration Services    

    • Develop registration forms, both printed and online
    • Receive  and process registrations via phone, mail and online
    • Process payments: checks, VISA, MasterCard, Discover, American Express and cash
    • Send invoices for approved Purchase Orders
    • Send registration confirmations to all attendees
    • Create and maintain database of attendees, including CEUs awarded for attendance
    • Monitor requests for special accommodations
    • Process refunds according to advertised refund policy
    • Provide a toll-free phone number with staff available 8:00 a.m. to 4:45 p.m., M-F
    • Design custom nametags with your logo and tagline.  Include ribbons to identify speakers, exhibitors, sponsors, committee members, etc.
    • Send weekly status reports by email
    • Prepare customized certificates

  • Facilities Management Services

    • Research possible program sites
    • Contract with facility, suppliers and service providers
    • Serve as liaison with selected facility staff
    • Select menus for meals and breaks
    • Design layout of exhibitor area
    • Research and provide for AV equipment needs (if not provided by host site)

During the Event

  • Provide excellent customer service: Prepare handout materials, provide directions, answer questions, etc., to all attendees.
  • Distribute promotional materials
  • Provide on-site check-in and walk-in registration services
  • Print additional nametags as needed
  • Greet exhibitors and monitor set-up process
  • Monitor audio-visual needs for speakers and exhibitors
  • Provide signage
  • Act as liaison with additional staff
  • Collect evaluations

After the Event

  • Collect unpaid invoices
  • Submit payment for outstanding expenses
  • Provide final reports of attendees, exhibitors and expenses
  • Compile evaluations into summary
  • Attend a ‘debrief’ meeting with the planning committee
  • Provide suggestions for future events
  • Maintain a database of attendees
  • Present final financial statement