Services

Your conference deserves special attention! Our team of event professionals at UO Conference Services will work with you to make your conference a successful experience. Our staff will provide the support and service you need to achieve your goals. Below is a list of items UO Conference Services offers. Our team will work with you to determine the level of support your conference will require.

Registration

  • Set up online registration capabilities through University of Oregon secure website
  • Create a customized online conference registration page to suit the needs of the conference
  • Collect conference registrant data
  • Assist participants with registration process
  • Process participant’s registrations online, by fax, by mail, and/or by phone
  • Provide secure credit card service to process attendee payments by Visa and MasterCard
  • Set up and maintain University of Oregon index to deposit all income (for university clients only)
  • Accept, record, and confirm registration information from registrants
  • Provide e-mail address for registrants
  • Generate customized confirmation e-mail to attendees including housing information, travel information, conference dates and times, summary of costs, or other customized information pertaining to the conference
  • Provide customized receipts for attendees
  • Facilitate collection of all payments
  • Collect income from sponsors and/or exhibitors and issue invoices
  • Act as primary contact for general questions regarding facility, travel, or special needs for registrants
  • Track registrant changes
  • Process late registrations
  • Process cancellations including reporting, accounting, and refunds
  • Provide periodic attendee reports to client
  • Maintain accounting details of individual registrants
  • Design and print name badges for all registrants

Financial Services and Accounting

  • Create account to deposit all income
  • Provide financial details to determine conference registration fees
  • Provide budget updates
  • Provide detailed financial accounting of conference-related income collected and expenses paid by UO Conference Services

Pre-event Coordination and Contract Management

  • Negotiate contract rates for hotel accommodations, transportation, and entertainment
  • Assist with special travel arrangements
  • Coordinate transportation

Tours and Excursion Management

  • Plan pre- and post-event tours and excursions
  • Arrange transportation
  • Reserve facilities and catering
  • Advise on local attractions
  • Coordinate study tours including arranging for buses, hotels, and meals

Conference Materials

  • Coordinate production and printing of program materials as determined with client
  • Prepare attendee document
  • Coordinate conference packets (i.e., folders, bags, briefcases) and materials for conference packets
  • Assemble conference packets

Conference On-Site Registration

  • Provide registration area staffed by UO Conference Services
  • Collect day-of event registration fees
  • Provide receipts, proof of attendance, and name tags to attendees
  • Collect and process unpaid registration fees

Conference On-Site Management

  • Provide welcome packets to attendees
  • Offer toiletry packs for overnight attendees
  • Provide meeting facilitators (hours billed separately)
  • Coordinate display of event sponsor signs

Website

  • Design and construct a website to match the needs of the client
  • Host website on University of Oregon Conference Services
  • Provide accessible information about housing and hotel reservations, travel, and services
  • Provide link to conference program, keynote speakers, speaker biographies, and other designated data
  • Incorporate appropriate pictures and color schemes
  • Maintain site and keep online data current