Conference Management
Conference Planning & Coordination
We Make Planning Easy!
Whether you are planning a small meeting or a large convention, the University of Hawai`i at Hilo Conference Center can make your conference planning easy for you. Our staff will assist you with Registration Services, Fiscal Services, Program Management, Theme Events, Entertainment, Food Services, Facility and Services Management and Clerical/Support Services.
A Proven Track Record
We are the experts. We know how to turn your ideas into a successful reality. With over 10 years of experience in Conferencing our professional staff can assist you with all phases of your program from conception to conclusion.
Let us help you with:
Registration Services
Fiscal Services
Program Management
Clerical & Support Services
Food Services
Faculty & Services Management
- Registration and promotional materials
- Designing “Call For Papers”
- Coordinating publicity
- Designing the registration process
- Developing appropriate mailing lists
- Processing registration forms
- Issuing confirmation letters
- Coordinating on-site registration
- Designing and preparing name tags
- Developing participant rosters
- Developing information guides
- Providing campus and island maps
- Providing tourist information
- Constructing a Letter of Agreement
- Assisting with budget preparation and fiscal summary
- Negotiating conference related services
- Negotiating hotel rates and arrangements
- Processing all purchase orders/invoices
- Receiving all deposit and registration fees
- Processing all registration refunds
- Receiving and depositing lodging fees
- Preparing presenters/facilitators contracts
- Coordinating honoraria for facilitators
- Coordinating transportation and welcome for presenters and facilitators
- Handling presenters per diem
- Assisting in designing a framework for meeting schedules
- Coordinating on-campus housing
- Coordinating roommate assignments
- Providing current lists of all available hotels and rates
- Coordinating conference meal plans
- Identifying facilitators and presenters
- Networking with community resources
- Coordinating field trips and excursions
- Securing local entertainment, theme parties
- Developing evaluation and summary reports
- Providing on-site secretarial services, fax, photocopy and transparency services
- Coordinating computer services
- Providing technical, auxiliary or overtime staff
- Providing bulletin or message boards
- Coordinating volunteers
- Providing gift or lei services
- Providing any additional and related services as directed by the conference organizers
- Negotiation of conference related food services
- Developing menus for opening reception and closing banquet
- Coordinating special events related to food service
- Coordinating decorations for special events
- Coordinating meals for field trips and excursions
- Supervising all on-site food service
- Negotiating discount travel and car rental packages
- Developing spousal and family activities and tours
- Producing banners and all necessary directional signs
- Providing site supervision for all conference activities
- Coordinating on-campus logistics, facility and space usage
- Coordinating logistics for poster presentations, vendor displays, cultural presentations
- Coordinating audio-visual equipment, graphic services, telecommunication set-ups
- Coordinating all spousal and guest tours/arrange for all transportation
- Coordinating ground transportation
- Arranging for airport shuttle services
- Coordinating field trip transportation