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
- 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
Conference Materials
- Coordinate production and printing of program materials as determined with client
- 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
- Reserve facilities and catering needs
- Advise on local attractions
Website
- Design and construct a website to match the needs of the client
- 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