Conference and Event Planning Services

Convention room with people sitting at tables.

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Registration

The registration page is often one of the first points of contact attendees have with your event. Let us help ensure it’s a success with our customizable on-line registration system! 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 (food allergies and accommodations) and 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 such as: participant information, revenue updates, and event rosters

We can also carry over our high level 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
  • Review/train volunteers on registration procedures
  • Check event setups and serve as a liaison to the event facility for requests
  • Assist speakers with any last minute concerns
  • Process on-site registrations
  • Distribute event materials

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Marketing

Whether this is an inaugurate event/conference or the 100th 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, programs,
  • Disseminate information: mailings, emails, social media, printing
  • Market event to PLACE database of professional educators
  • Setup and maintain event website and/or registration system
  • Design, prepare, and/or place advertisements
  • Purchase conference materials and gifts
  • Create signage and placement

Professional Learning and Community Education (PLACE) has an experienced staff of program managers and event planners to handle all of the behind the scenes logistics to ensure that your event is a success!

Ready to get started? Complete this Event Information Form and email it to conferences@education.wisc.edu.

Our team will respond to your inquiry within 2 business days.

 

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Event Logistics

We can help you check off all the boxes on your event planning to-do lists! From idea to event de-brief, 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 setup, A/V, catering, etc.
  • Check and confirm all event orders and set-up details
  • Secure and manage speakers or entertainers
  • Book off-site tours or special events
  • Request University Transportation Parking services, if on campus
  • Set up and maintain an online space to host electronic materials
  • Manage exhibitors and sponsors
  • Set up CEUs through UW-Extension
  • Manage travel for invited guests
  • Process e-reimbursements, stipends, or honoraria for UW employees and/or invited guests
  • Design evaluations surveys
  • Compile and disseminate evaluation results

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Financial Management

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