- Full Service Planning
      - Basic Service Registration
          Processing
      - FREE Hotel Contract
          Negotiation

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Your Full Service Conference Planning Team

Full Service Planning

 

The difference in making a meeting truly successful is found in the details…

 

Let the Office of Conferences and Institutes (OCI) handle those details for you.  No matter how big or small your next conference is, we are here to help. We plan every aspect from start to finish, letting you focus on the educational content.

 

With our volume buying power, expert negotiation skills, strong industry relationships, and collective expertise, the savings we pass on to our clients, more than often pays for our services.

 

Listed below are some of the many areas that our full service conference coordinators would handle on your behalf. Call OCI today to start the planning process and find out what a difference those details make.

Meeting Logistics & Negotiations

- Free site selection
   (with minimum of 25 roomnights)

- Hotel negotiations

- Guest room blocks

- Meeting space

- Food and beverage

- Other special services as required

 

Audio Visual Operations

- Coordination of speaker presentations

- Scheduling, ordering, and on-site operation
   of A/V equipment

 

Printing and Graphics

- Design and production of printed material

  * Brochures

  * Agendas

  * Proceedings

  * Abstract books

  * Registration cards

  * Conference letterhead

  * Signage

- Custom designed logo

- Customized materials such as name badges,
   certificates, T-shirts, etc

 

Promotion and Publicity

- Preparation and dissemination of
   announcements

- Development of an exclusive conference
   website

 

Abstract Submission Management

- Online abstract submission

- Up-to-date reports on submission statuses

- Tracking of oral and poster presenter
   information

- Session organization

 

Registration Processing & Management

- Convenient and secure online registration

- Issue registration receipt and confirmation

- Database of registrants

- Name tags

- Registration packets

- Tracking of field trip, special needs, meal
   requirements, etc

 

Budgeting

- Accurate budgeting of income & expenses

- Full budget report at conclusion of conference

 

Accounting Services

- In-house accounting

- Detailed revenue and expense tracking

- Budget reconciliation

- Cooperative agreement and sponsorship
   collection

 

Go Green

- Green hotel and meeting space selection

- Green vendor selection

- Eco-friendly materials

- Promotion of green practices during event

 

Travel & Transportation

- Speaker travel arrangements

- Field Trips

- Charter buses

- Airline and hotel reservations

- Rental cars

- Reimbursement information

- Other services as needed

 

Record Maintenance

- Detailed record keeping for repeat
   conferences

 

On-Site Conference Management

- Coordinator to manage conference details

- Audio/Visual team to manage A/V Needs

 

Don’t see what you are looking for? We can make it happen! 

Contact OCI for more information.

   UF/IFAS|Office of Conferences and Institutes (OCI)
   PO Box 110750, Gainesville, FL 32611 | PHONE: (352) 392-5930

UF IFAS