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:

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

Administration

  • 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
  • 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
  • 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
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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.