Conference Management Services
IU Conferences provides a broad range of Meeting Management Services that enable you to stage a successful conference. To assure that your conference runs smoothly, we assign a single Conference Manager to each event. The Manager marshals resources in the dedicated Conferences’ staff, throughout the campus community and among a broad array of trusted and reliable providers.
Site & Facility Selection/Contract Negotiations
The conference planning process begins with the selection of a site and identification of facilities. It proceeds through the negotiation of a contract to secure the space and concessions necessary to meet your needs.
For conferences hosted on the IUB campus, IU Conferences works closely with the Indiana Memorial Union, Residential Programs & Services, Visit Bloomington, the Bloomington Convention Center and local hotels.
For conferences held in the state of Indiana, throughout the United States and around the world, IU Conferences has longstanding established relationships with a major hotels chains. We are positioned to place business and negotiate contracts that are favorable to conference groups.
IU Conferences manages all phases of site selection and contract negotiation for venues
- on the IU Bloomington campus
- within the IU University system
- in locations throughout the United States and around the world
- Collect pertinent conference history
- Consult with conference organizers to identify lodging, meeting, exhibit, and social function needs
- Identify properties that meet the general parameters of the group’s needs
- Prepare Request for Proposals (RFP)
- Distribute RFP to appropriate properties in desired locations
- Review and evaluate proposals
- Prepare summary report, comparing provisions of proposals submitted
- Visit selected properties
- Negotiate contract with selected property to secure the most attractive rate, concessions and provisions on the desired conference dates
Financial Management/Accounting Services
To be successful, a conference must succeed on several levels. It must succeed academically, socially and financially. IU Conferences brings its 60+ years of conference management expertise to bear in guiding your conference to a successful financial conclusion.
The process leading to financial success begins with the development of a baseline preliminary budget using a proprietary conference template that we have developed and refined throughout our history. The template is simple to understand and comprehensive in scope.
Throughout the planning process the budget is updated regularly to reflect current income and projected expenses so that conference organizers can monitor the financial progress of the conference.
The budget is an essential tool of good conference management. It serves as the guide for decisions during pre-conference planning.
In addition to the development and supervision of the budget, we will:
- Establish an operational account exclusively for the conference
- Manage the procurement process for all conference expenses
- Assure compliance with all University and State Board of Accounts policies
- Accept, review and process bills for payment
- Monitor actual expenses against the budget
- Alert conference organizers of anticipated shortfalls and compensatory lines of saving
- Issue a final, comprehensive statement summarizing all income received and expenses paid, with accompanying back-up documentation
VIP & Presenter Arrangements
Dignitaries invited to present or attend a conference most often do so with the understanding that expenses incurred for travel, lodging and perhaps payment of an honorarium will be covered by the conference budget. Once a VIP has been invited and their participation has been confirmed, we communicate directly with that person to assure that they are at the right place, on the correct date, at the correct time by booking their travel (flights and ground transportation), reserving their hotel room, scheduling ground transportation from an airport to the conference site and return.
- Communicate directly with invited guests to arrange their travel, make lodging and ground transportation arrangements
- Guide the paperwork process to assure prompt and accurate payment or reimbursement of expenses and payment of honorarium (if any)
- Identify Visa requirements for entry to the United States
- Communicate information to international presenters and assist them in obtaining a Visa by submitting a letter of invitation or other documentation required by the US State Department
- Obtain information necessary for posting to the conference web site such as presentation summary, biographical information, electronic image
- Secure information about special needs including dietary preferences
- Maintain of a log of all presenter arrangements and submit to conference organizers
Each conference has a unique set of logistical needs. Early in the planning process, IU Conferences helps conference organizers access their needs and then tailors its services to meet conference requirements.
We will provide some or all of the following:
- Secure venues that are appropriate, convenient and within allocated costs
- Propose activities and social events which enhance the program
- Plan food functions
- Select caterers
- Submit menu suggestions
- Liaison with caterers about special dietary needs, guarantee numbers, room set up and décor
- Supervise catered events
- Identify audio visual and equipment needs for sessions, social functions and registration
- Order equipment needed, along with technical support
- Supervise delivery and set up
- Prepare and post session, registration and directional signs
- Assist in the selection of conference mementos
- Submit a selection of options that are appropriate and within budget allocation
- Place order for items selected
- Supervise delivery and distribution of memento
- Manage poster presentation arrangements
- Identify a poster display provider
- Order, have boards delivered and returned
- Design layout and placement of poster boards
- Communicate with poster presenters regarding location and times of presentation
- Supervise poster session(s) on-site
- Manage exhibitor relations
- Prepare exhibitor information, identifying fees and benefits
- Establish a mechanism for exhibitor registration and collection of fees
- Obtain quotes from exhibit display organizations; compare service and fees and recommend a vendor
- Liaison with display provider and client to design an exhibit hall layout
- Order appropriate display units
- Assist exhibitors in selecting booth
- Supervise the setup and tear down of the exhibit area
- Respond to exhibitor concerns and requests
- Maintain and update exhibitor records
- Develop a conference web site
- Select a web designer
- Outline contents of the web site
- Gather text or prepare text for standard sections of the site
- Supervise the design, programming, posting and updating of the web throughout the planning process
- Supervise the preparation of the program book
- Outline program book contents
- Collect materials for inclusion
- Arrange for the design, formatting and layout of the book
- Submit program book draft to organizers for review, editing and revision
- Send final program to printers, requesting a quote
- Supervise the printing, delivery and distribution of the book
- Oversee the development of a mobile app
- Develop and manage a social media strategy
- Manage the design, preparation and distribution of promotional materials such as fliers, handouts, magazine inserts, newsletters and email messages
- Administer abstract submission process (can be a standalone service)
- Draft an on-line submission form
- Provide link to the form for posting to the conference web site
- Supervise the submission of abstracts
- Distribute abstracts to reviewers, along with instructions for how to complete reviews on-line
- Instruct and assist program chair in making assigning status (accept/reject)
- Notify submitters via email of their acceptance/rejection
- Submit database of abstracts to program chair for scheduling of sessions
The IU Conferences Manager assigned to your conference will be available on-site during the conference event. The Manager will be the person who resolves problems, revises plans and liaisons with the venue staff including the set-up crew, AV provider, catering staff and venue personnel. The Manager will free you to enjoy the program and to interact with conference participants.
- Supervise arrangements
- Anticipate problems and take preemptive action to resolve
- Respond to difficulties which may arise
- Maintain contact with conference organizer 24/7
- Manage the on-site registration process
Contract Management & Payment Processing
Hotel contracts are a distinct category of contracts containing provisions that favor and protect that property. IU Conferences has engaged in the review and negotiation of countless hotel contracts and brings its knowledge and expertise to assure compliance with IU’s contract requirements and to assure that you achieve the most favorable terms.
- Negotiate hotel and facility contracts
- Arrange payments for facilities and services for university departments engaged in recruiting, alumni and development events, including those held overseas
Entrepreneurial Program Development
Currently, IU Conference plans and manages the Indiana Tax Practitioners Institute in 6 – 7 locations around the state, in cooperation with the Internal Revenue Service and the Indiana Department of Revenue.
We are prepared to match needs in the community with strengths at the university.