staff

Conference Planning

CITL Conference Services offers a variety of planning and coordination services to make your event a success. We are able to assist with events large and small, both on and off campus. We work on everything from academic conferences and research symposia to professional development workshops and performing arts festivals. We are a cost-recovery unit within CITL, so we do charge a fee. Our services include but are not limited to:

Administration

  • Offering secure online registration and credit card processing
  • Tracking registrations and collecting fees
  • Creating a participant roster and customized reports
  • Developing an event logo
  • Creating and hosting an event website
  • Preparing participant name badges
  • Reproducing and assembling information packets
  • Collecting abstracts, arranging exhibits, displays, or poster sessions
  • Coordinating banquets and receptions; planning tours and field trips
  • Overseeing photography, special awards, and recognitions
  • Coordinating video streaming and recording
  • Awarding University of Illinois Continuing Education Units (CEUs), Continuing Professional Development Units (CPDUs), or Professional Development Hours (PDHs)
  • Providing comprehensive on-site management and trouble-shooting

Financial Management

  • Preparing budgets and financial statements
  • Performing break-even analyses
  • Helping establish appropriate registration fees
  • Ascertaining required start-up funds and researching outside funding sources
  • Obtaining estimates for services, soliciting bids, and communicating with vendors
  • Sending invoices and receipts to registrants
  • Reviewing and paying conference bills
  • Tracking income and expenses from start to finish

Facility Coordination

  • Helping select and inspect the conference site
  • Negotiating and writing contracts
  • Configuring meeting space
  • Arranging for lodging and meals for attendees

Program Development

  • Setting clear goals and objectives and establishing timelines
  • Identifying speakers and corresponding and drafting agreements with them
  • Producing instructional materials, abstract books and conference proceedings

 Publicity and Promotion

  • Coordinating the production and distribution of promotional print and online materials

Post-Conference Wrap-Up

  • Evaluating the program and providing follow-up findings
  • Writing and distributing thank-you letters to speakers and other contributors
  • Processing post-conference payments, such as for travel or speakers, and other expenses
  • Providing a detailed financial report
  • Maintaining mail and email lists of attendees for use in announcing future programs

Contact Us

To request a list of references or a quote for services, please call
217-333-2880 or email us.


DID YOU KNOW?

We are able to travel to assist with events throughout Illinois and even out-of-state.
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