Conference and Event Planning Services - Professional Learning and Community Education (PLACE)

PLACE has an experienced staff of conference planners and event managers to handle all of the behind the scenes logistics to ensure that your event is a success! You can find an overview of the services we offer listed below.

Ready to get started? Please fill out this form to help us gather some information and we’ll schedule a free consultation.

The registration page is often one of the first points of contact attendees have with your event. We can:

Provide prompt, friendly customer service for your potential attendees
Assist with creating pricing structures to fit your budget
Handle all financial aspects: accounts receivable, collecting fees by cash, check or credit card (Visa, MasterCard, Discover), and processing refunds
Track any transfers, substitutions, or cancellations
Collect special requirements like food allergies and accommodations as well as other participant demographic information
Create and send customized communications: email confirmations, reminders, etc.
Provide customized event materials: name tags, event rosters, certificates, folders, agendas, etc.
Distribute customized registration reports: participant information, revenue updates, and event rosters

We can also provide high quality registration services on-site. We will:

Maintain attendee relations by welcoming and providing information for attendees, speakers, exhibitors, and guests
Set up registration area for material pick up
Check event set-ups and serve as a liaison to the event facility manager for requests
Assist speakers with any last minute concerns
Process on-site registrations
Distribute event materials

We can help you check off all the boxes on your event planning to-do lists! From idea generation to event debrief, we’re ready to help you bring your event to life. We can:

Source and evaluate potential event sites
Negotiate and contract venues and services in accordance with University policies
Communicate with vendors to order set-up, A/V, catering, etc.
Check and confirm all event orders and set-up details
Secure and manage speakers or entertainers
Book off-site tours and special events
Request University Transportation Parking services for events on campus
Set up and maintain an online space to host electronic materials
Manage exhibitors and sponsors
Manage travel for invited guests
Design evaluation surveys
Compile and disseminate evaluation results

Whether this is your inaugural event or the 100^th anniversary, getting the word out and having a consistent message is crucial. From creating a logo to helping spread the word, we can:

Design informational materials: pre-event notices and programs
Disseminate information: mailings, emails, social media, printing
Promote events to PLACE’s network of professional educators
Set up and maintain event website and/or registration system
Design, prepare, and/or place advertisements
Purchase conference materials and gifts
Create signage and placement labels

Your bottom line is important. Our team is equipped to provide accurate reporting and handling for the budget that makes most sense for your event. We can:

Create and maintain detailed budget projections
Navigate University policies and procedures
Process payments (credit card, check, or ACH transfer) and refunds
Process e-reimbursements, stipends, or honoraria for UW employees and/or invited guests
Provide a detailed accounting report at the conclusion of the event

Partner Testimonials

“I was very impressed with the event tools, the focus on details, the level of experience, and the project management skills. However, the most impressive aspect of working with PLACE, was their exceptional customer service.”

“They helped us put on a successful conference for over 300 people. We would definitely use their services in the future. They are great partners to have!”

Contact

If you have questions about Conference and Event Planning Services, our programs, or would like to partner with us, please email conferences@education.wisc.edu.