Conference Services

Since 1980, Conference Services has been planning a multitude of successful conferences, and the demand for our growing expertise extended to professional associations outside the University. We provide our core suite of services, such as customized registration experiences, speaker management solutions, exhibit/tradeshow management, sponsor development, and website creation in support of UO faculty and local organizations offering important content to the local academic and professional community as well as partnering with associations bringing professional development opportunities to educators, students and professionals in many disciplines across the country.

Through Conference Services, Continuing and Professional Education offers the following services:

Registration Management

Registration processing—web, phone, and mail
Online registration re-access (modify attendee registration options)
Multiple payment options—check, PO, credit card and EFT
Automatic registration e-mail confirmation
Comprehensive attendee confirmation materials—e-mail and web
Attendee registration materials assembly/preparation
Badge processing—design, production, distribution
Lead generation system
On-site operations
Postconference maintenance and follow up

Exhibit Management and Sales

Full-service exhibit sales and research
Industry and market research
Prospect identification and lead generation
Exhibit pricing, package and opportunity development
Exhibit space sales and renewal campaigns
Targeted direct mail, email, and phone outreach
Onsite sales, face-to-face meetings, and follow-up
Booth assignment and exhibit contract processing
Multiple payment options—check, credit card, and EFT
Floor plan design, development, and management
Interactive online exhibit hall floor plan and exhibitor search
Exhibitor profile and online visibility management
Identification and development of exhibitor marketing and promotional opportunities
Advertising and promotional sales, coordination, and fulfillment
Promotional event collateral and messaging development—print, PDF, and web
Meeting facilitation (B2B and attendee)—location design, sale of space, and matchmaking service
Exhibitor services manual development and distribution
General contractor and supplier coordination
Exhibitor website and online services
Exhibitor communications—email and web
Exhibit guide facilitation and production
Onsite promotional opportunities, activations, games, raffles, and other engagement programs
Onsite exhibit operations and support
Lead generation system
Post-conference reporting, renewal outreach, and follow-up

Sponsor Sales, Management & Fulfillment

Strategy, package, and opportunity development
Benefit and deliverables development
Prospect research and lead generation
Identification and development of customized marketing opportunities
Sales and renewal campaigns
Targeted direct mail, email, and phone outreach
Onsite sales, face-to-face meetings, and follow-up
Collaborative sales management, including lead ownership, relationship coordination, and pipeline reporting
Proposal development and presentation
Relationship and opportunity management
Inventory and availability management
Agreement and commitment management
Invoicing and payment coordination
Portal setup and management
Entitlement and benefit tracking
Asset collection and management
Logos, artwork, signage, video, and other materials
Deliverable and deadline management
Internal, vendor, and external partner coordination
Communications and fulfillment updates
Advertising and promotional opportunities
Recognition and onsite visibility
Onsite support and fulfillment
Post-event fulfillment reconciliation and reporting
Debriefs, renewal outreach, and follow-up

Program Development

Online session and abstract proposal and review
Speaker communication — email and web-based
Full-service speaker management website—speaker profile, file management and posting, connect‑to‑content tool
Session scheduling tools
Meeting room assignments
Room set management
A/V coordination
Integrated web-based program search tools
Printed program and session sign management
Integration with external mobile apps
Virtual session content delivery—integration with Zoom and other video content delivery platforms
On-site program operations management

Web Development and Database Design

Website design—integration of established look and feel, generation of new look
Integration of event content including event schedule, session and presenter details, accessibility information, housing and transportation information, local information, etc.
Website maintenance
Hosting and archive service
Database customization and integration
Mobile responsive site development and mobile app data integration
Customized systems development

Graphics and Publications

Materials design—integration of established look and feel or original design creation
Publication development—programs and promotional materials in print and online
Print supplier negotiation
Production and delivery facilitation
Digital delivery—web-based and mobile platforms

Support Services

Accounting

Payment processing
Invoicing and collections service
Account reconciliation and reporting
Payment distribution

Customer Service

1-800 and direct line phone service
Customer service access, Monday–Friday, 8:00 a.m.–5:00 p.m. (Pacific Time)
Designated per event email service

Data Management

Data entry and review
Quality control
Troubleshooting and follow up
Reporting—secure, comprehensive, real-time, web-based

Operations and Logistics

Public space design and layout
Floor plan development and facilitation
Facility logistics
Signage, banners, and structures—design, management, and production facilitation
General contractor liaison services