Conference Planning

CITL offers a variety of conference planning and coordination services to make your event a success. Our services include but are not limited to:

Program development

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

 Publicity and promotion

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


  • Offering secure online registration and credit card processing
  • Collecting fees, acknowledging registrations, and maintaining roster of participants
  • Preparing participant name badges, reproducing and assembling information packets
  • Providing staff for on-site registration services
  • Collecting abstracts, arranging exhibits, displays, or poster sessions
  • Coordinating banquets and receptions; planning tours and field trips
  • Overseeing photography, special awards, and recognitions
  • 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
  • Providing continual and current enrollment tracking

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
  • Expediting 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 housing and meals for attendees

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 e-mail lists of attendees for use in announcing future programs

We would be happy to provide a list of references who can attest to our services. Please contact us!

Contact Us

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

Check out some of the events we help coordinate: