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
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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
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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)
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CEUs and Professional Approvals
- Process applications seeking approval of continuing education hours for professional organizations
- Award CEU Certificates at conclusion of program
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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
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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