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 sales and research team
• Industry research
• Exhibit space, sponsorship and advertising sales:
• Definition
• Campaigns—mail, e-mail, phone
• On-site sales—face-to-face meetings and follow up
• Booth assignment and contract processing
• Multiple payment options—check, credit card, EFT
• Floor plan design, development, and management
• Online interactive exhibit hall floor plan environment—development and maintenance
• Promotional collateral design and messaging development—print, PDF, and web-based
• Meeting facilitation (B2B and attendee)—location design, sale of space, and matchmaking service
• Exhibitor manual development—contracting arrangements (general contractor and other suppliers)
• Comprehensive exhibitor services, website design and maintenance
• Exhibitor communications—e-mail and web
• Exhibit guide facilitation and production
• Lead generation system
• On-site promotion opportunities—games, raffles, and other activities
• On-site operations
• Postconference maintenance and follow up

Meeting Planning

• Meeting room assignments
• Room set management
• A/V coordination
• Security

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
• 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