Contact Us Today!
Experience is one thing you can't get for nothing.
- Oscar Wilde
Conference & Event
Coordination Services & Fees
UND Office of Professional Services provides comprehensive event planning and management services customized to meet your unique needs.
UND annually manages 10 to 20 events of all formats and sizes, ranging from 25 to more than 1,000 participants. We have managed events in various locations across North Dakota and beyond.
Our professionals work hard to ensure every detail is met to your satisfaction.
Coordination Services
Pre-Conference & Event Planning
- Participate in the planning meetings
- Establish meeting agenda and record minutes
- Develop planning timeline
- Help determine and carry out specific objectives and theme
- Be an experienced resource of information
Timeline & Meeting Coordination
- Assist committee with budget development
- Serve as a fiscal agent for conference-related expenses
- Manage total income and expenses with accurate accounting
Budget Development & Financial Services
- Manage “Call for Presentations” (includes marketing, mailings, database development, and acceptance/denial notifications)
- Contract with confirmed presenters in regards to speaker fees, travel, audio-visual needs, etc.
- Compile requested presenter vitae, session description, introduction information and photograph
- Issue speaker checks
- Make travel and lodging arrangements
- Coordinate duplication of presenters' handouts
- Confirm final conference details with presenters
- Serve as a main contact and information resource for presenters
Presenter Arrangements
- Work with accrediting agencies to offer continuing education credits
- Compile requested information from presenters and planning committee
- Complete and submit application forms for credit approval
- Develop CEU tracking forms and continuing education certificates
Continuing Education Credits & Contact Hours
- Select site(s) most able to meet conference needs
- Negotiate contracts with facilities for meeting rooms, exhibitor space, food and lodging accommodations
- Obtain special rates for lodging at qualifying hotels
- Coordinate with facility for appropriate room sets
- Reserve audio-visual equipment and onsite technician
- Supply webinar equipment and technician
- Work with catering services to select menus for breakfast, breaks, luncheons, socials and banquets
- Arrange for special needs (i.e. storage space, shipping services, dietary requirements, accessibility needs, etc.)
Facility, Audio-Visual & Webinar Equipment & Food Arrangements
- Assist with the identification of potential target market
- Provide input for marketing plan
- Coordinate and/or assist committee with the copy writing, design, and printing of conference and event materials (including postcards, posters, “Call for Presentations” brochure, participant and exhibitor registration brochures, evaluations, and other onsite materials)
- Develop comprehensive Website with a secured online registration form to include credit card payments
- Arrange for public relation materials (press kits, news releases, and advertisements for print, radio and television)
Marketing, Website & Printing Services
- Obtain mailing lists from planning committee or other resources
- Input mailing lists into database
- Maintain and update mailing lists
- Coordinate mailings with UND Postal Services
Mailing List Management
- Design and develop exhibitor and/or sponsor brochure
- Compile mailing lists of potential exhibitors and/or sponsors from committee members or other sources
- Process registrations and collect payments
- Mail and/or e-mail receipts and “final details” letters
- Create nametags for exhibitors and sponsors
- Format exhibitor and/or sponsor directory for conference and event materials
- Coordinate logistics of exhibiting space with facility
- Secure outside sources to provide exhibitors with additional equipment/services
- Recognize sponsors through signage and conference or event materials (includes requesting logos and advertisements from sponsors)
Exhibitors & Sponsors
- Order special supplies (i.e. pens, plaques, ribbons, folders, etc.)
- Develop signs, banners, table tents, etc.
- Arrange for providers of special services such as disc jockeys, entertainers, photographers, etc.
- Make arrangements for special events and tours to area attractions
- Schedule transportation
Other Services as Requested
Pre-Registration
- Provide a toll free number for registration
- Process all registrations received through fax, mail, telephone and online
- Collect registration fees
- Process credit cards for registration fees
- Input all registrations into a database
- Mail and/or e-mail registration receipts and special instructions to participants
- Prepare roster of pre-registered participants
- Create nametags for participants, presenters and committee members
- Answer conference or event -related inquires
On-Site Event Coordination
- Verify arrangements for meeting rooms and exhibit hall
- Set up registration desk and audio-visual equipment
- Post welcome, registration and meeting room and schedule signs
Set Up Registration Desk & Equipment
- Staff the registration desk during specified hours
- Check in pre-registered participants, exhibitors and presenters
- Process “walk-on” registrations including fee collection, receipts and nametags
- Distribute conference materials including program books, presenter handouts, supplies, certificates and area information
Registration & Check-In Services
- Process continuing education credits and contact hours
- Assist with door prize drawings
- Furnish basic office supplies and first aid kit
- Provide general troubleshooting
- Distribute and collect conference evaluations
- Assist with tear down of registration desk, meeting rooms, exhibit hall and signs
On-Site Management & Troubleshooting
Post-Event Wrap-Up
- Process approved refunds and billings
- Process travel reimbursements for presenters, participants and/or staff
- Generate final financial reports within 90-120 days of conference or event conclusion
- Transfer profit to client’s account or send final invoice to client for payment of outstanding expenses
Financial Services
- Submit required documentation to accrediting agencies to process continuing education credits for all participants
- Compile written evaluation summaries for distribution to presenters and planning committee members
- Coordinate posting of handouts to conference or event website
- Send thank you letters to presenters, exhibitors, and/or sponsors
- Provide final rosters to reflect on-site changes
- Attend post-conference or event meeting with new ideas and suggestions for improvement
Post-Event Analysis & Evaluation
Coordination Fee
The coordination fee is a flat rate based on the number of staff hours required to complete the services listed above. Contact the UND Office of Professional Services to request a proposal based on the specific services you need for your event.